Give Someone Access to your Mail and Calendar in Outlook 2007 & 2010

Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Outlook to allow another person, known as a delegate, to receive and respond to e-mail messages and meeting requests and responses on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have more control over items in Outlook, such as Calendar and Contacts.

Contents (Click an Item to Jump to that section)

Turn on Delegate Access

Change Permissions for your Delegate

Change Delegate access to Private Items

Turn on Delegate Access

A delegate automatically receives Send on Behalf permissions. This means your delegate can do the following:

• Respond to a meeting request sent to you, the manager.
• Receive meeting request responses sent to you, the manager.
• Compose and send an e-mail message that, when received, will have Delegate Name on behalf of Manager Name next to From.

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  Step	2007 Outlook	2010 Outlook
  1.	Right-Click on your name or Email Address (above the inbox in the left hand Outlook Panel)	Right-Click on your name or email address (above the inbox in the left hand Outlook Panel)
  2.	Click Change Sharing Permissions	Click Folder Permissions
  3.	Click Add	Click Permissions and Click Add
  4.	Type the name of the person whom you want to designate as your delegate, or search for and then click on their name in the search results.	Type the name of the person whom you want to designate as your delegate, or search for and then click on their name in the search results.

  NOTE: The delegate must be a person in your organization's Exchange Global Address List.

  5.	Click Add, and then Click OK	Click Add, and then Click OK
  6.	Ensuring the person's name is highlighted, tick the Folder Visible box	Ensuring the person's name is highlighted, tick the Folder Visible box
  7.	Click OK	Click OK
  8.	From the Tools Menu, click Options	Now, click the File tab
  9.	Click the Delegates tab, and click Add	Click Account Settings, and then click Delegate Access and Add
  10.	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.	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.
  11.	Click Add, and then click OK	Click Add, and then click OK
  12.	In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders	In the Delegate Permissions dialog box, you can 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, including 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.

  
  

  • 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.
  • If you want, select the Delegate can see my private items check box.

• IMPORTANT:  This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

  • Click OK.

NOTE: Messages sent with Send on Behalf permissions include both the delegate's and manager's names next to From. When a message is sent with Send As permissions, only the manager's name appears.

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Change permissions for your delegate

Step	2007 Outlook	2010 Outlook
1.	On the Tools menu, click Options.	Click the File tab
2.	Click the Delegates tab	Click Account Settings, and then click Delegate Access
3.	Click the name of the Delegate for who you want to change permissions, and then click Permissions	Click the name of the Delegate for who you want to change permissions, and then click Permissions

NOTE: If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.

4.	Change the permissions for any Outlook folder that the delegate has access to.	Change the permissions for any Outlook folder that the delegate has access to.
5.	To send a message to notify the Delegate of the changes made, select Automatically send a message to Delegate summarizing these permissions.	To send a message to notify the Delegate of the changes made, select Automatically send a message to Delegate summarizing these permissions.

NOTE:  If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure 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.

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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:

Step	2007 Outlook	2010 Outlook
1.	On the Tools menu, Click Options	Click the File tab
2.	Click the Delegates tab	Click Account Settings, and then click Delegate Access
3.	In the list, click the name of the Delegate to whom you want to give permission to see your private appointments	Click the name of the delegate for whom you want to change access to see your private appointments
4.	Click Permissions	Click Permissions
5.	Select the Delegate can see my private items check box.	Select the Delegate can see my private items check box.

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.

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[Keywords: Mail, Permissions, Delegates, Calendar, Contacts, Reviewer, Outlook 2010]