Outlook - Delegate Access to Exchange Accounts (Sharing) In Outlook, someone else can be permitted to manage another's mail and calendar; this feature is termed Delegate Access. Outlook allows another person, known as a delegate, to receive and respond to meeting requests or responses and to send e-mail messages on another's behalf. A delegate can be assigned a range of permissions, including the ability to read, create, or have full control over items in the Exchange mailbox. The person granting permission, the delegator, determines the level of access given to the delegate. Among other options, a delegate can be permitted to perform the following tasks: Read items in folders Read, create, modify, and delete items Send and respond to e-mail messages on the delegator's behalf Organize meetings and respond to meeting requests and task requests on the delegator's behalf Delegate Access is most commonly used between a manager and assistant, where the assistant (delegate) is responsible for processing the manager's incoming meeting requests or email messages and coordinating the manager's schedule. Delegate Access can be used between peers; e.g., to coordinate schedules. This feature only works for Exchange accounts! Additionally, each account must be on the same Exchange server. Instructions Outlook 2010 (Windows) Outlook 2011 (Macintosh) Outlook Web Application (OWA) Schedulon Microsoft Links Manage another person's mail and calendar items After delegating access, don't forget to designate the specific folders that the delegate can access! After delegating access, any new folders (those created after delegating access) will automatically be available to any delegates at their current mailbox permission level; old folders are not affected. To keep any new folders private, right-click the new folder, select Pro perties..., and then click the Permissions tab. Remove a delegate by selecting the name and then clicking the Remove button. Outlook 2010 (Windows) 1. Within Outlook 2010, in the upper lefthand corner, click the File tab.
2. 3. In the left column, click the Info option. Click the Account Settings button and then click the Delegate Access option. 4. Search for the individual to add as a delegate, usually by uniquename or last name, and click the Go button to display a list of results. 5. Select the desired delegate from the list and, in the lower left corner, click the Add button. The delegate will appear in the field next to the Add button. Additional delegates who should have the same access can be selected at this time. 6. Click the OK button. 7. Set the access level for the delegate: By default, the new delegate will have Editor access (can read, create, and modify items) to the Calendar and Tasks of the Exchange account. Outlook currently provides four access levels to the five account categories (Calendar, Tasks, Inbox, Contacts, Notes): None - Delegate cannot access anything in that category.
Reviewer - Delegate has read only access to that category. Author - Delegate can read and create items in that category. Editor - Delegate can read, create, and modify items in that category. Additionally, some checkbox options allow the delegate even greater access. Mark the Automatically send a message to delegate summarizing these permissions to notify the delegate that access has been granted (or changed). 8. 9. When finished setting the delegate's access, click the OK button. The Delegates window will appear listing the current delegates of the account. Confirm the new delegate is listed. Click the OK button to complete delegating access. After granting Delegate Access, specify the folders that can be accessed by the delegate. The permissions for the mailbox must be set first. 1. 2. In the lower left corner, click the Mail button. To set the mailbox permission, at the top of the left column, right-click the mailbox name and select Folder Permissions from the menu. To set a folder permission, at the top of the left column, right-click the folder name and select Properties... from the menu. In the Properties window, confirm the Permissions tab is selected and click the Add... button. The Address Book window will open. In the case of the Inbox, the delegate will be present within the permissions box since this was set as part of delegating the access initially, so the delegate will not need to be added. Skip the next two steps.
3. Locate each delegate requiring permissions to the mailbox. Add each name to the box at the bottom of the window by either doubleclicking the name or selecting the name and clicking the Add -> button. 4. Once all delegates have been added, click the OK button. 5. In the Properties window, each delegate now should be listed. Click on the delegate's name to highlight it and then click the Permission Level dropdown menu to select the permissions required for this delegate. The bottom area of the window will automatically update itself to correspond to the selected permission level. Repeat this process for each delegate. Owner Publishing Editor Editor Publishing Author Author Nonediting Author Reviewer Contributor None Allows full rights to the mailbox, including assigning permissions; generally this permission should never be assigned to anyone Create, read, edit, and delete all items; create subfolders Create, read, edit, and delete all items Create and read items; create subfolders; edit and delete items created by the delegate Create and read items; edit and delete items created by the delegate Create and read items; delete items created by the delegate Read items Create items Gives no permissions for the selected accounts on the specified folder With author or editor permissions, a delegate has the send-on-behalf-of permission. Sent messages contain both the account owner's and delegate's names. Message recipients see the account owner's name in the Sent On Behalf Of box and the delegate's name in the From box. 6. 7. Once all delegate permissions levels are set, click the Apply button and then click the OK button. The Properties window will close. Repeat this procedure for each folder (including the Inbox) the delegates need to see within their own email accounts. Outlook 2011 (Macintosh) 1. Within Outlook 2011, go under the Tools menu and select Accounts... 2. In the Accounts window, in the left column, select the Exchange account. In the lower right corner, click the Advanced... button.
3. Click the Delegates tab. Below the Delegates who can act on my behalf box, click the + button. 4. In the Select User window, search for the individual to add as a delegate, usually by uniquename or last name, and click the Find button to display a list of results. 5. 6. Select the desired delegate from the list and, in the lower right corner, click the OK button. In the Permissions window, set the access level for the delegate: By default, the new delegate will have Editor access (can read, create, and modify items) to the Calendar and Tasks of the Exchange account. Outlook currently provides four access levels to the five account categories (Calendar, Tasks, Inbox, Contacts, Notes):
None - Delegate cannot access anything in that category. Reviewer - Delegate has read only access to that category. Author - Delegate can read and create items in that category. Editor - Delegate can read, create, and modify items in that category. Additionally, some checkbox options allow the delegate even greater access. Mark the Automatically send a message to delegate summarizing these permissions to notify the delegate that access has been granted (or changed). 7. When finished setting the delegate's access, click the OK button. The Accounts window, with the Delegates tab selected, will list the current delegates of the account. Confirm the new delegate appears. Click the OK button to close the panel and then close the Accounts window. After granting Delegate Access, specify the folders that can be accessed by the delegate. The permissions for the mailbox must be set first. 1. In the lower left corner, click the Mail button. To set the mailbox permission, at the top of the left column, right-click the mailbox name and select Sharing Permissions... from the menu. Once the mailbox permissions are set, to set any other permission, at the top of the left column, right-click the folder name and select Sharing Permissions... from the menu. 2. In the window, confirm the tab is selected and click the button. The window will Folder Properties Permissions Add User... Select User open.
In the case of the Inbox, the delegate will be present within the permissions box since this was set as part of delegating the access initially, so the delegate will not need to be added. Skip the next two steps. 3. Locate each delegate requiring permissions to the mailbox. Add each name to the box at the bottom of the window by either doubleclicking the name or selecting the name and clicking the OK* button. 4. Once all delegates have been added, click the OK button. 5. In the Folder Properties window, each delegate now should be listed. Click on the delegate's name to highlight it and then click the Permission Level dropdown menu to select the permissions required for this delegate. The bottom area of the window will automatically update itself to correspond to the selected permission level. Repeat this process for each delegate. Owner Publishing Editor Editor Publishing Author Author Nonediting Author Reviewer Contributor None Allows full rights to the mailbox, including assigning permissions; generally this permission should never be assigned to anyone Create, read, edit, and delete all items; create subfolders Create, read, edit, and delete all items Create and read items; create subfolders; edit and delete items created by the delegate Create and read items; edit and delete items created by the delegate Create and read items; delete items created by the delegate Read items Create items Gives no permissions for the selected accounts on the specified folder With author or editor permissions, a delegate has the send-on-behalf-of permission. Sent messages contain both the account owner's and delegate's names. Message recipients see the account owner's name in the Sent On Behalf Of box and the delegate's name in the From box. 6. 7. Once all delegate permissions levels are set, click the OK button. The Folder Properties window will close. Repeat this procedure for each folder (including the Inbox) the delegates need to see within their own email accounts. Outlook Web Application (OWA) Full, writable delegate access control is not currently supported in the OWA. Ideally, delegate access should first be set up using with an Outlook client using the above instructions. Once an Exchange user has delegate access to an account, the user receives read-only access to the mailbox through OWA. While full access control is not available, it is possible to share a calendar (as Read Only) when using the OWA. Note, however, that calendar permissions that have been customized using the Outlook client cannot then be changed in OWA. Sharing a Calendar in the OWA 1. 2. In a web browser, navigate to the following address: http://email.med.umich.edu At the bottom of the left column, click the Calendar option. 3. In the left column, right-click the calendar to share, select Share, and then select Share This Calendar...
4. A Sharing Invitation window will appear. When the calendar is shared, the delegate is selected by being a recipient of the invitation, which notifies the delegate that access has been granted (or changed) for the calendar. (This notification is optional when using the Outlook client.) First, select the delegate. 1. Near the upper left corner, click the To... button to open the Exchange Address Book window. 2. In the Search box, search for the individual to add as a delegate, usually by uniquename or last name, and click the magnifying glass button to display a list of results. 3. Select the desired delegate from the list and, in the lower left corner, click the To -> button. The delegate will appear in the field next to the "To ->" button. Additional delegates who should have the same access can be selected at this time. 4. Click the OK button to close the Address Book window and return to the Sharing Invitation window. 5. Set the share permissions. While the calendar can only be viewed by the delegate when set through the OWA, the type of information visible to the delegate can be adjusted. Free/busy information - The delegate simply sees when the calendar is scheduled. Scheduled events appear as blocks marked simply as "Busy". Free/busy information including subject and location - Similar to the previous option, but scheduled events appear as blocks marked with the event subject and location. All information - The delegate can double-click each event to view all information about the meeting, including the attendees and any notes. Note that there is also an option to request permission to view the recipient's Calendar folder. It is not directly possible to use this interface to request access to another's Calendar without sharing the Calendar of the current account. Additional text can be added to the invitation at the bottom of the window. 6. In the upper left corner, click the Send button to direct the invitation to the delegate.