How to Delegate Access of Mail and Calendar

Description: Delegate Access goes beyond just sharing access to your folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf.

Permission Levels go as Follows:

1. Reviewer - With this permission, the delegate can read items in your folders.
2. 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.
3. 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.

Making someone a delegate

How-to Steps:

1. Click the "File" tab.
2. Click "Account Settings", and then click "Delegate Access".
3. Click "Add".
4. Type the name of the person whom you want to designate as your delegate.
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.
7. 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.
8. 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.
9. To send a message to notify the delegate of a changed permission, select the "Automatically send a message to a delegate summarizing these permissions" check box.
10. If you want, select the "Delegate can see my private items" check box. 
11. 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.
12. Click "OK"
13. Note: 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.

Changing Permissions for a Delegate

How-to Steps:

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, then click "Permissions".
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.

Change Delegate Access to Private Items - If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Tags group, click Private.

How-to Steps:

1. To grant access to your private items, do the following:
2. Click the File tab.
3. Click Account Settings, and then click Delegate Access.
4. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
5. Select the Delegate can see my private items check box.

Additional Information:

• Search or browse our online Knowledge Base

• Call the CCRI IT Help Desk at (401) 825-1112