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Inquiry:

Office Outlook (2010) - How do I grant someone delegate access to my Calendar, Email, Tasks, or Contacts?

Answer:

Just as an assistant can help you manage your paper mail, your assistant can use Outlook to act on your behalf: receiving and responding to email, meeting requests, and meeting responses. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your mailbox.

If all you want is for someone to be able to see what's in one or more of your folders (your Inbox, your Calendar, etc.), just share a mail folder or share your calendar with permission set to reviewer.

In these examples we'll refer to the manager (as the person who is sharing their data) and the delegate (as the person who has been given access to the manager's data), but your situation may involve people in a variety of roles.

As the person granting permission, you determine the level of access that your delegate has to your folders: reviewer (read-only) through full rights to read, create, change, and delete items.

If you use the default values, your delegate will

  • Have full access (view, create, edit, delete) to your Calendar and Tasks folders.
  • Receive your meeting requests, and responses to meeting requests you have sent. Your delegate will not see any other messages sent to you.
  • Be able to respond meeting requests on your behalf.
  • Have "Send on Behalf" permission, which means your delegate can compose and send meeting invitations that, when received, will say they come from "Bob Assistant on behalf of Judy Manager" (with real names, of course).

If you want to allow the delegate to see all of the messages in your Inbox, or be able to send messages other than meeting invitations on your behalf, you must grant additional permissions.

If you grant someone access to your folders, that person has access to all items in the folders except those marked private. Items in sub-folders are not available to the delegate unless you change the sharing permissions on each sub-folder. New sub-folders (created after the Delegate Access was established) inherit the folder access permissions of the parent folder.

Grant Delegate Access

1. Select "Info" under the "File" tab.

2. Under the dropdown menu for "Account Settings", click on "Delegate Access".

3. In the Delegates window, click on the "Add" button.

4. Find the user you would like to add as a designate and click on "Add". You will see their name at the bottom.

5. Click "OK"

6. In the Delegate Permissions dialog box, you can accept the default permission settings (see the bullet list above) or select custom access levels for Exchange folders. If all your delegate needs is to work with your calendar and meeting requests and responses, the default permission settings are appropriate. If you want to customize your delegate's access, you'll choose from these access levels:

  • Reviewer - the delegate can read items in the manager's folder.
  • Author - the delegate can read and create items, and modify and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in the manager's Calendar folder and then send the item on the manager's behalf. The delegate cannot modify or delete something the manager created.
  • Editor - the delegate can do everything that an Author has permission to do and can modify and delete the items that the manager created.

7. If you leave access to your Calendar set to Editor, you can choose whether or not your delegate automatically will be copied on meeting-related messages, using the checkbox.

8. To notify the delegate of the new permissions, select Automatically send a message to delegate summarizing these permissions.

9. The Delegate can see my private items checkbox allows your delegate to see all your private items in all folders where you've granted them any level of access: Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot set access to private items in only one folder.

10. Click "OK" to close the Delegate Permissions dialog box.

11. If, in step 6 above, you chose to have meeting-related messages sent to your delegate automatically, in the Options dialog box you'll see three choices regarding who receives meeting requests and responses addressed to you.

  • The first radio button routes these messages to your delegate, and sends copies to you
  • The second radio button routes these messages directly to your delegate and you never see them.

Select the option that works best for you, then click "OK" to close the Options dialog box.

If you accepted the default access levels in step 5 above, you're done.

If you have granted any level of access to your Inbox in step 5 above, you must complete an additional series of steps.

1. Go back to your mail. Right-click on the line Mailbox - Your Name. Please note: not your Inbox. Mailbox. From the drop-down menu that appears, select Folder Permissions.

2. On the Permissions tab, click Add.

3. From the list, select your delegate, click Add, then click OK.

4. Back on the Permissions tab of the Outlook Today dialog box, in the section labeled Other (near the bottom right), put a checkmark next to Folder visible then Click OK.