Setting Up Delegate Access In Outlook

Delegate Access is an advanced feature used for sharing more than just your Outlook mailbox folders.  If you wish to give another person permission to respond to meeting requests on your behalf, for example, you would need to use the Delegate Access feature. 

To add a delegate:

  • In Outlook, Select the File tab.

Select the file tab

  • Select the Account Settings dropdown, then select Delegate Access.

Select the Account settings drop down then select Delegate Access

  • Select Add to search for the user you would like to have as a delegate.

Select the add button

  • When prompted, enter in the name of the employee you would like to add in the search field in the format of Lastname, Firstname. Click the name, then select Add and OK.

Search the name, click the name, click the add button, then click OK

  • Set the permissions you would like for the employee to have. You can set either Reviewer, Author, Editor, or no access to your Calendar, Tasks, Inbox, Contacts, and Notes. If you only need to give Send On Behalf permissions, choose None for each folder. Once options are selected, press OK.


  • Under Calendar, if "Delegate receives copies of meeting-related messages sent to me" is selected, then the delegate will receive meeting requests and you will have the option to choose whether or not you want them to receive a copy of the meeting requests or if you would like them to only go to your delegate(s).
  • If the “Delegate can see my private items” checkbox is selected, your delegates can see all of your mailbox items marked as private, such as appointments, meetings, tasks, and contacts.
    • Editor: Can read, create, and modify items
    • Author: Can read and create items
    • Reviewer: Can read items

Configure the permissions

  • Select the meeting request option for your delegates. This option affects all delegates, not just the one selected.

Choose Meeting Request Options

  • Select OK to save the changes. Both you and each delegate that was added have to close and relaunch your Outlook for changes to take effect.

Select OK to complete setup


When giving a delegate editor access to your mailbox, one of the features you are giving them is the ability to send email on your behalf from your account. When you give delegate editor access and a delegate sends an email from your account it puts a notation in the “from” field that will say “From delgates name on Behalf of your name”. This allows receievers to understand the structure of the email being sent.


When a delegate turns on their Out of Office auto-reply, any email replies to meeting requests they receive will trigger this reply. Even if the delegate did not send out the meeting request, they will still send an Out of Office reply. Currently the only way to avoid this is to remove the delegate temporarily while they are away.


Article ID: 56464
Mon 6/25/18 11:47 AM
Thu 8/16/18 3:39 PM