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Set Delegate Access using Outlook 2016 for Windows

Use delegate access to grant an individual permission to your email and calendar using Outlook 2016 for Windows.

Before you start..

Note: When Delegate Access is applied, the delegate will also receive 'Send On Behalf' permission to your mailbox.Ìý

Instructions

Part One - AssignÌýDelegate Access permissions
Ìý

1. Within Outlook, select File. Select Account Settings. SelectÌýDelegate Access.
2. A Delegates window will appear. Select Add.
3. You will be prompted to specify the individual you would like to designate as your delegate. Type the name of the person in order of 'Surname, First name' (e.g. Bloggs, Joe) within the search box. Select the correct account and select Add. Select OK.
4. A Delegate Permissions window will appear to specify the required access for theÌýdelegate:Ìý
   
   Beneath Calendar, select Editor.
   Tick the tick-box 'Delegate receives copies of meeting-related messages sent to me'.
   If your delegate needs to see private items (such as private meetings or appointments), tick the box 'Delegate can see my private items'. If not, leave thisÌýbox unticked.
   Ìý

   Note:ÌýIf a delegate needs permission to work only with meeting requests and responses, these settingsÌýare sufficient. You can leave theÌýInboxÌýpermission setting atÌýNone.

   If your delegate also needs access to make changes to items in your Inbox, beneath Inbox, select Editor.
   Beneath Tasks, Contacts or Notes, choose the appropriate permission if required.
   Tick the box 'Automatically send a message to delegate summarizing these permissions'.
5. Select OK.
6. You will be returned to the Delegates window with your delegate now listed. Beneath 'Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to:', keep 'My delegates only, but send a copy of meeting request and responses to me (recommended)' selected.
7. Select OK to close the Delegates window.

Part Two - Add top level permissions (for mailboxÌýaccess only)

1. Right-click the top levelÌýof your account (displayed as your email address, e.g. j.bloggs@ucl.ac.uk). Select Folder Permissions.
2. A Properties window will be displayed. Select the Permissions tab. Select Add.
3. You will be prompted to specify an account. Type the name of your chosen delegateÌýin order of 'Surname, First name' (e.g. Bloggs, Joe) within the search box. Select the correct account and select Add. Select OK.
4. You will be returned to the Properties window with yourÌýdelegate now listed below the Properties tab. Select your delegate's name to ensure it is highlighted. Beneath the Permissions section, tick the Folder Visible tick-box.
5. Select OK to apply.
   Ìý

   Note: These permissions allow your delegate to add your Inbox to their Outlook. If the individualÌýneeds access to other folders within your account (such as Sent Items), you will need to grant themÌýaccess to these items individually after these settings are applied. See the how-to guideÌýSharingÌýa folder using Outlook 2016 for Windows.