Microsoft Outlook: Manage a Mailbox with Delegate Permissions

Overview

As an email delegate for another user, you can add their account to your Outlook client for quick access.  You must be granted at least Reviewer permission on a folder to open it and see it in your Folder List.

Outlook for Windows

Add a Delegate to Your Mailbox

1. Choose File > Account Settings > Delegate Access.
2. You can manage the permissions for the existing delegates or add a new delegate.
3. To add a new delegate, click Add. Look up the desired user by their NetID, select the User, click Add, then OK. 
4. Select the desired delegate permissions and click OK. 

Open a Mailbox Where You Have Received Delegate Access

1. Choose File > Account Settings and select the Email tab from the dropdown menu.
2. Highlight Account and select Change > More Settings.
3. Choose the Advanced tab.
4. Select Add and type the account name of the person whose account you want to add to your user profile.  If you do not know the account name of the person, contact your administrator.

Once you have added their account to your profile, the account owner's name should appear in your folder list.  Go to the folder list in the Mail view and click on the + to expand the folder.  If you get an error message, that user has not properly shared their account with you.

Receiving meeting invitations and updates for my manager

Delegates can be set up to receive copies of meeting-related messages such as meeting requests and responses. Your manager will need to make the change below so that you won’t receive these notices.

1. Choose File > Account Settings > Delegate Access.
2. Select the appropriate account name, then click Permissions. 
3. Uncheck the box that says Delegate receives copies of meeting-related messages sent to me. 
   

Outlook for Mac

1. In the Tools menu, choose Accounts, and select the account that has access to the mailbox.
2. Select Delegation and Sharing.
3. Choose the Shared With Me tab.
4. Choose + to add a shared or delegated mailbox.

Alternatively, you can also go to File > Open > Shared Mailbox, to open a shared or delegated mailbox.