Access Keys:
Skip to content (Access Key - 0)

Exchange Calendaring - Acting as a Delegate

For Office 365 (Outlook 2016 for Windows)

Similar to having an assistant that helps you manage your incoming paper mail, another person, known as a delegate, can receive and respond to email messages and meeting requests and responses on your behalf. You can also grant the delegate additional permissions to read, create, or change items in your Microsoft Exchange Server mailbox.

In this article What does Delegate Access do?

Make someone my delegate
Change permissions for a delegate
Change delegate access to private items

What does Delegate Access do?

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. See Manage another person's mail and calendar items to learn how delegates can perform these tasks.

Note:  You and the delegate must use the same version of Outlook.

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

Permission Levels

Important: Office 365 team recommends using the delegate access feature to set permission levels above "read".ReviewerProvides Assignee 'Full' detail read access.AuthorProvides Assignee with 'limited details' access.EditorProvides Assignee with 'Delegate' access. In addition a 'Editor' (delegate) can also be selected to receive calendar notifications/requests/invitations. By default, 'Editor' cannot view/modify events set toPrivate. You do have the option to grant the 'Editor' the ability to view (full details)Privateevents.

Make someone my delegate

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.
  4. - I don't see the Add button
    • The Add button might not be visible because of one or more of the following:
    • An active connection does not exist between Outlook and Office 365. The Outlook status bar should display Connected to Microsoft Exchange or Online.
    • Your messages are not being delivered to your Office 365 mailbox. Your e-mail must be delivered to your mailbox, not to an Outlook Data File (.pst) on your computer hard disk.
  5. 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).
  6. Click Add, and then click OK.
  7. 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.
  8. 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.
  9. If you want, select the Delegate can see my private items check box.
  10. Important:  This is a global setting that affects all of your Office 365 folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.
  11. Click OK.

Notes

  1. #* Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details. Users have an option to allow those with 'Delegate' access to see the details of private events. This option is set in the "Permissions" page and will only appear for those who have been assigned delegate access.

Change permissions for a delegate

  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.

Note:  If you want copies of meeting requests and responses that you receive to be sent to a delegate, ensure that the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me 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.

To grant access to your private items, do the following:

  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 access to your private appointments, and then click Permissions.
  4. Select the Delegate can see my private items check box.

Important:  You shouldn’t rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To ensure that other people can’t read the items that you marked as private, don’t grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

For Office 365 (Outlook 2016 for Mac)

You can give a delegate access to your Microsoft Exchange calendar, contacts, and email, and you can set permissions that define the activities that delegates can carry out for you.

Do any of the following:

Add a delegate

  1. Start Outlook.
  2. On the Tools menu, click Accounts.
  3. Click the account that you want to add a delegate to, click Advanced, and then click the Delegates tab.
  4. Under Delegates who can act on my behalf, click Add .
  5. Type the email address or name of the person that you want to add as a delegate, select the name or email address from the result's list, and then click Add.
  6. The permissions screen is presented:

For each item type, use the pop-up menu to select the permission level that you want to set for the delegate.Send permissions summary: It is recommended that you place a check mark within this box so that your delegate receives an email notifying them of the permissions you have granted them.
Delegate can see my private items: Only grant access to those delegate that need to see your events that have been tagged as 'private'.

  1. Click OK to save your changes.

Note: Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account. For information about how to become a delegate for someone else, see Become a delegate or stop being a delegate in Outlook 2016 for Mac.

Manage delegate permissions for multiple item types

  1. On the Tools menu, click Accounts.
  2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.
  3. Under Delegates who can act on my behalf, click the delegate.
  4. Click the Action   Set Permissions, and then make the changes that you want.
  5. Click OK to save your changes.

Note: If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later.

Manage delegate permissions for a calendar/folder

  1. In the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click the calendar/folder that you want to change.
  2. On the Organize tab, click Calendar Permissions.
  1. Click the name of the person that you want to change the permissions for.
  2. On the Permission Level pop-up menu, click the access level that you want.To customize the permission levels, select the check boxes for the items that you want, and then under Edit Items and Delete Items, click the permission level that you want.
    NoteIf you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later.
  3. Click OK to save the changes.

Remove a delegate

  1. On the Tools menu, click Accounts.
  2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.
  3. Under Delegates who can act on my behalf, click the delegate.
  4. Click Delete .
  5. Click OK to save your changes.

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 on the Calendar Tools tab, in the Tags group, click Private.

If you want to give a delegate access to see your private items, do the following:

  1. Click the Tools tab.
  2. Click Accounts, and then click advanced.
  3. Click the delegates tab from the top of the window.
  4. Click the name of the delegate for whom you want to change access to your private appointments, and then click the gear icon in the bottom right of the top box of the window. In the drop-down menu, select set permissions.
  5. Select the Delegate can see my private items check box.
  6. Click OK to save your changes.

Important: You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

For internal reference:

  • Users will not be able to assign "None" as a permission level within the Outlook on the web. "None" can only be set as a permission level within Outlook clients and must be set at the default level (global). The "None" permission level cannot be applied to individuals within Office 365.

IS&T Contributions

Documentation and information provided by IS&T staff members


Last Modified:

March 14, 2016

Get Help

Request help
from the Help Desk
Report a security incident
to the Security Team
Labels:
calendaring calendaring Delete
delegate delegate Delete
entourage entourage Delete
exchange exchange Delete
m-hermes m-hermes Delete
outlook outlook Delete
c-exchange-cal c-exchange-cal Delete
- - Delete
acting acting Delete
as as Delete
a a Delete
Enter labels to add to this page:
Please wait 
Looking for a label? Just start typing.
Feedback
This product/service is:
Easy to use
Average
Difficult to use

This article is:
Helpful
Inaccurate
Obsolete
Adaptavist Theme Builder (4.2.3) Powered by Atlassian Confluence 3.5.13, the Enterprise Wiki