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Set Delegate Access using Outlook 2016 for Windows

Use delegate access to grant an individual permission to your email and calendar using Outlook 2016 for Windows.

Before you start..

Note: When Delegate Access is applied, the delegate will also receive 'Send On Behalf' permission to your mailbox. 

Instructions

Part One - Assign Delegate Access permissions
 

  1. Within Outlook, select File. Select Account Settings. Select Delegate Access.
  2. A Delegates window will appear. Select Add.
  3. You will be prompted to specify the individual you would like to designate as your delegate. Type the name of the person in order of 'Surname, First name' (e.g. Bloggs, Joe) within the search box. Select the correct account and select Add. Select OK.
  4. A Delegate Permissions window will appear to specify the required access for the delegate: 

    Beneath Calendar, select Editor.
    Tick the tick-box 'Delegate receives copies of meeting-related messages sent to me'.
    If your delegate needs to see private items (such as private meetings or appointments), tick the box 'Delegate can see my private items'. If not, leave this box unticked.
     

    Note: If a delegate needs permission to work only with meeting requests and responses, these settings are sufficient. You can leave the Inbox permission setting at None.

    If your delegate also needs access to make changes to items in your Inbox, beneath Inbox, select Editor.
    Beneath Tasks, Contacts or Notes, choose the appropriate permission if required.
    Tick the box 'Automatically send a message to delegate summarizing these permissions'.
  5. Select OK.
  6. You will be returned to the Delegates window with your delegate now listed. Beneath 'Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to:', keep 'My delegates only, but send a copy of meeting request and responses to me (recommended)' selected.
  7. Select OK to close the Delegates window.


Part Two - Add top level permissions (for mailbox access only)

Note: With these permissions applied, any new folders you create in your mailbox will also inherit this permission. If the Folder Visible permission is applied as specified in the steps below, the individual will be able to see the folder but will not allow them to view the contents. You can change or remove this permission by following the how-to guide Sharing a folder using Outlook 2016 for Windows.

  1. Right-click the top level of your account (displayed as your email address, e.g. j.bloggs@ucl.ac.uk). Select Folder Permissions.
  2. A Properties window will be displayed. Select the Permissions tab. Select Add.
  3. You will be prompted to specify an account. Type the name of your chosen delegate in order of 'Surname, First name' (e.g. Bloggs, Joe) within the search box. Select the correct account and select Add. Select OK.
  4. You will be returned to the Properties window with your delegate now listed below the Properties tab. Select your delegate's name to ensure it is highlighted. Beneath the Permissions section, tick the Folder Visible tick-box.
  5. Select OK to apply.
     

    Note: These permissions allow your delegate to add your Inbox to their Outlook. If the individual needs access to other folders within your account (such as Sent Items), you will need to grant them access to these items individually after these settings are applied. See the how-to guide Sharing a folder using Outlook 2016 for Windows.

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