Delegate Setup


This how-to guide provides information on delegating access to email to another account, using the Microsoft Outlook 2016 client and Office 365. Outlook has a feature that allows you to provide another user access to your inbox (known as a delegate). You can allow this delegate to receive and respond to email messages or meeting requests on your behalf. Setting up delegate access requires the owner of the account and the delegate to take action.

Owner Setup

  1. In Outlook, click "File," "Account Settings," and then "Delegate Access"
  2. From the Delegates window, click "Add" to find users who will receive delegate access
  3. Once the users were selected and added, the Delegate Permissions window offers various permission options
    Delegate Permissions Window
  4. Recommendation: Uncheck the checkbox under Calendar regarding "Delegate receives copies of meeting-related messages sent to me." By keeping this checked, the delegate will also receive calendar events. Most users do not prefer these calendar events added to their own calendar.
  5. Select the checkbox "Automatically send a message to delegate summarizing these permissions." By checking this box, the delegate you are assigning permission will receive an email summarizing the permissions you have given them.
  6. Click "OK" for these permissions to be setup.
  7. From the mail view, right-click on owner's mailbox, and then click "Data File Properties"
    Mail view after right-click
  8. From the Outlook Today window, click "Permissions" tab.
  9. Click "Add" to find users to set the permission level
  10. From the "Permission level" drop-down, select "Reviewer."
    Setting Permission levels
  11. Under the "Other" section, select the "Folder visible" checkbox.
  12. Click "Apply," and then "OK."

Delegate Setup

  1. In Outlook, click "File," "Account Settings," and then "Account Settings"
    Clicking on Account Settings from the File Menu
  2. Click on "Email" tab, and select the name of your email account.
    Accpimt Settings window
  3. Click "Change," and then the "More Settings..." button.
    More Settings
  4. Click on "Advanced" tab, and then the "Add" button.
  5. Type in the mailbox, the account name of the person who delegated permission to you; for example: Exhelp. Then click "OK."
  6. Uncheck "Download shared folders" option
    Advanced Settings tab in Account Settings
  7. Click "Apply," and then "OK."