Manage Another Users Inbox and Calendar

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.
3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

   Note: If you want to remove all Delegate Access permissions, don’t click Permissions but instead click Remove and skip the rest of these steps.

4. Change the permissions for any Outlook folder that the delegate has access to.
5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox.

1. Click the File tab.
2. Click Account Settings, and then click Delegate Access.
3. Click Add.If Add doesn’t appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status.
4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

   Note: The delegate must be a person in your organization’s Exchange Global Address List (GAL).

5. Click Add, and then click OK.
6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate’s Inbox.

   Note: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
8. If you want, select the Delegate can see my private items check box.

   Important: This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders.

9. Click OK.

   Notes:

   • Messages sent with Send on Behalf permissions include both the delegate’s and your names next to From. When a message is sent with Send As permissions, only the your name appears.

   • Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile. For instructions, see Manage another person’s mail and calendar items.

• Reviewer     With this permission, the delegate can read items in your folders.

• Author     With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf.

• Editor     With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

1. In Mail, click Home > New Email.

   

1. On the Options tab, in the Show Fields group, click From.
2. In the From box, type the name of the person on whose behalf you are sending the message.

   To select the name from a list in the Address Book, click From.

3. Add recipients, a subject, and the contents of the message as you typically do.

To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:

1. Click File > Account Settings > Delegate Access.
2. Click Add, then type or select, the delegate’s name, and then click Add.
3. Do one of the following:
   • In the Delegate Permissions dialog box, give the delegate Editor (can read, create, and change items) permissions in the manager’s Calendar folder.
   • Click OK to close the Delegate Permissions dialog box, then select the check box at either My delegates only, but send a copy of meeting requests and responses to me or My delegates only.

If you frequently work with someone else’s Exchange mail folders, you probably will want to add the other person’s Exchange mailbox to your Outlook profile. Doing so will automatically open the other person’s mailbox every time you open Outlook. The other mailbox appears in the Folder Pane beneath your Exchange mailbox folders.

As the delegate, do the following in Outlook:

1. Click File > Account Settings > Account Settings.

   

2. On the Email tab in the list, click the Exchange account type, click Change, and then click More Settings.

3. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.