Delegate Access to your Exchange Folders

Revision as of 11:43, 8 January 2010 by Christopher Hunt (talk | contribs) (Designating A Delegate: - new buttons)

About Delegate Access

Microsoft Outlook makes it possible for a manager to grant permission to another person to access their Inbox and any other Outlook folder they want. Allowing someone to open folders, create items, and respond to requests for you is called Delegate access.

The account owner determines the level of access the delegate has. If you grant someone access to your folders, that delegate has access to the personal items in the folders. To give a person any level of delegate access means that the person has permission to send messages on your behalf, and if that person has access to your Inbox, that person can reply to your mail on your behalf. With the right permissions the delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you.

Delegate Access Permissions

With any delegate access permission listed below, you have send-on-behalf-of permission. This means that, as a delegate, you can add the From field (in a new message, on the View menu) to e-mail messages, and then send the messages on your manager's behalf. Messages sent this way contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of field and the delegate's name in the From field.

A delegate must have both Editor permission in a manager's Calendar or Tasks folder and Reviewer permission in the manager's Inbox to accept meeting or task requests for the manager.

If a manager selects the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab, then the delegate does not need reviewer permission in the manager's Inbox; the meeting requests and responses go directly to the delegate's Inbox.

With this permission
As a delegate, you can
Read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.
Read and create items, and modify and delete any item. For example, a delegate can reply to messages, task requests, and meeting requests for the manager.
No permission. Cannot open the folder.
Read items only. For example, read messages in another person's Inbox.

If you receive notification that you have been granted delegate access permission, you can open another person's Outlook folders. To do this, click the File menu, point to Open, and then click Other User's Folder.

Tip: If you set up your calendar for delegate access or you are a delegate, open a calendar from the network instead of your local machine to eliminate the chance of appointment conflicts. To open a calendar from the network, click Options on the Tools menu, click Calendar Options, and then clear the Always use local calendar check box.

Designating A Delegate

A delegate automatically gets Send on the Behalf of permissions. This means they can send mail as though they were you. This privilege should only be given to trusted friends/colleagues.

  1. Open your Inbox.
  2. From the Tools menu, select Options.
  3. Click the Delegates tab.
  4. Click Add button.PNG. The Add Users window opens.
  5. Select the person you want to have access.
  6. Click Add button.PNG, and then click OK button.PNG. The Delegate Permissions window opens.
  7. From the drop-down lists, select the permissions to allow for each of the six categories and then click OK button.PNG. The name of the delegate should appear in the large field on the Delegates tab of the Options window.
    Delegate permissions dialog box.PNG
  8. Close the Options window.