This tutorial explains what Delegate access is, and how to grant it in Outlook 2016 (both PC and Mac). This document is written with the mailbox owner in mind.
Delegate Access
More than one person can have “Delegate access” to a Mailbox, but it is highly recommended to only have one. For best results, ensure that the mailbox owner and delegate are both using the same version of Outlook. The access is variable and can include:
- the mailbox to be added so that it is viewable in Outlook.
- the user to “send on behalf of” or “send as” the mailbox owner; includes creation and deletion of email messages.
- the user to manage calendar responses for the mailbox owner; includes receiving invites addressed to the mailbox owner.
Once access has been granted, the newly defined Delegate should reference Microsoft’s instructions for information on how to perform tasks as a delegate, including the addition of the mailbox to Outlook.
Granting Access Using Outlook 2016 (PC)
- Click on File in the top left corner of the Outlook window.
Select Account Settings from the middle of the next window. In the drop down that appears, select Delegate Access
- In the window that appears click the Add button.
- Search for and select the user from the address listing window that appears. Click Add and then OK.
- In the Permissions window that appears, you can accept the default permission set, or select a custom level of permissions you would like for the user to have. The default permissions are set for someone who will only be managing calendar invitations.
Note: If you select the checkbox next to “Delegate can see my private items”—this is a global setting that affects all of your folders—including Mail, Contacts, Calendar, Tasks, Notes, etc.
Granting Access Using Outlook 2016 (Mac)
- Click on Outlook in the menu bar, and then click Preferences.
In the Preferences window, click Accounts.
- In the Accounts window that appears click Advanced.
In the next window that appears, click the Delegates tab. Click the + sign below the first box.
- Search for and select the user from the address listing window that appears. Click Add.
- In the Permissions window that appears, you can accept the default permission set, or select a custom level of permissions you would like for the user to have. The default permissions are set for someone who will only be managing calendar invitations.
Note: If you select the checkbox next to “Delegate can see my private items”—this is a global setting that affects all of your folders—including Mail, Contacts, Calendar, Tasks, Notes, etc.
