Delegate Access

How do I add someone as a delegate in Outlook?

You can add someone as a delegate in Outlook if you want them to carry out some email related tasks on your behalf.  The most common use for this feature is to allow an administrator or PA to organise a manager’s calendar.

If you just want to give someone permission to view or edit your calendar, share the individual folder rather than adding them as a delegate.

To add a delegate from Outlook 2010:

  • On the File tab click Account Settings and then click Delegate Access
  • Click Add, then click the user you want to give delegate access to, click Add and click OK
  • Select the required delegate permissions and click OK

Add Delegate - Outlook 2010 (includes screenshots)

To add a delegate from Outlook 2011 for the Mac

  • On the Tools menu click Accounts and then click Advanced
  • Click on the Delegate tab, then under Delegates who can act on my behalf click +
  • Type the name or email address of the user you want to give delegate access to and click Find
  • Click the user you want to give delegate access to and then click OK
  • Select the required delegate permissions and click OK twice
  • Close the Accounts window

To minimise the risk of discrepancies occurring in calendar information when delegates are used, the following best practice is recommended.

  • The mailbox owner (e.g. manager) and the delegate (e.g. PA or administrator) should both be using the same email client (including version).
  • Delegate the task of arranging meetings to one person only.
  • Limit the number of staff who have permission to edit your calendar.
  • Configure Outlook to only forward meeting messages to the delegate responsible for arranging your meetings.  An informational copy can be sent to the mailbox owner if required.
  • The delegate should only process meeting requests from their main email client.

The default permissions applied when a delegate is added lets them edit your calendar and tasks folders, and send messages on your behalf, but it’s possible to give a delegate permission to edit or view other folders, such as the inbox.  The delegate can open these folders from Outlook by clicking the File tab and selecting Open then Other User’s Folder.  If the delegate wants to add your mailbox to their Outlook profile and view subfolders, you need to give them “folder visible” permission on your mailbox.

  • On your folder list in Outlook click on your mailbox at the top level (i.e. where your email address is listed).
  • Click the File tab and click Folder Permissions
  • Click Add, select your delegate from the address list and click OK
  • Under Other, click the Folder visible box
  • Click OK

In some cases, a senior member of staff may want someone to have full access to all folders in their mailbox.  This level of permission needs to be applied by the system administrator and should be requested via MyService.

How do I send an email on behalf of someone else?

If you are a delegate for someone else’s mailbox, you can send emails on their behalf.

Instructions for Outlook 2010

  • On the toolbar click New E-mail, click the Options tab and on the toolbar click From
  • Click the From button and click Other E-mail Address
  • Click the From button, click the name of the person you want to send a message on behalf of and then click OK twice
  • Now compose and send the message as normal

Instructions for Entourage 2008 and Outlook 2011 for the Mac

When you access another mailbox from Entourage 2008 or Outlook 2011, an additional From field is displayed when you compose a new message, which allows you to select the other mailbox instead of your own and send a message on behalf of it.

  • You can only send messages on behalf of someone else if they have added you as a mailbox delegate or permission has been granted by the system administrator.
  • Messages you send on behalf of some else are saved in your sent items folder.