Delegates should be used when a person will need to receive/process meeting requests on someone’s behalf. For example, a manager wants their assistant to process all meeting requests on their behalf.  When using Delegates, limit the number of delegates to one or two people.  A manager and delegate should not be configured as delegates for each other - only one should be a delegate. To work as a delegate, another Office 365 user needs to give you permission. 

If you would just like to share your Outlook Calendar, Tasks, Inbox, Contacts, Notes, or Journal with other Office 365 users so they can see your availability, you should use "folder permissions" instead of Delegates. With Folder Permissions you can give different permissions based on your needs. 

Note: As the Organizer of a meeting you are a required attendee and cannot remove yourself. However, to mark your time as free, right-click on the meeting and set Show Time As = Free.

Note Regarding Multiple Delegates Handling Meeting Related Messages - It is not recommend to have more than one Delegate.  However, that being said, if a person has more than one Delegate, we recommend that only one of the Delegates handles the meeting related messages.  The other Delegate may want to move the meeting related messages to a separate folder or just delete them.  If one Delegate accepts the meeting request and the other Delegate deletes the meeting request, the meeting WILL remain on the Designee’s calendar.

  1. Open Outlook
  2. Select File | Account Settings | Delegate Access.
  3. Click on the Add button.
  4. Type the person's name you wish to add, click the arrow key to search, select the name, and click the Add button.
  5. Click OK
  6. On the "Delegate Permissions" screen, select the desired permissions for each of your folders (Calendar, Tasks, Inbox, Contacts, Notes and Journal). Choose from the following Permission levels:

None — (Delegate has no access to the folder)
Reviewer — (Delegate can read items in the folder, but can't make changes)
Author — (Delegate can read items and create new items in the folder)
Editor — (Delegate has full access to read, create, and modify items in the folder)

  • If you want your delegate to receive copies of your meeting-related notifications (so that the delegate will also be notified of any new meetings and can "Confirm" or "Decline" meetings on your behalf), grant Editor permissions and click the check box Delegate receives copies of meeting-related messages sent to me.
  •  If you want to send a notification message to your new delegate, click the check box Automatically send a message to delegate summarizing these permissions.
  • If you want your delegate to be able to see your private items, click the corresponding check box.
  • If you want the delegate to be able to "Send On Behalf of" you but not see details in your calendar or Inbox, you can add them as a delegate and select None for permissions to various folders. 
  1. Select your option for how to deliver meeting requests (My delegates only, but send a copy of meeting request and responses to me (recommended), My delegates only, My delegates and me)
  2. Click OK
  3. Verify that you have added all of the people you wish to give delegate access to and click on the OK button.

 

New Outlook (Mac)

  1. Open Outlook
  2. Select Tools | Accounts 
  3. Click the Delegates and Sharing button.
  4. On the "My Delegates" tab, click the + sign
  5. Type the person's name you wish to add, select it and click the Add button.
  6. On the "Add Delegate" screen, select the desired permissions for each of your folders (Calendar, Tasks, Inbox, Contacts, Notes). Choose from the following Permission levels:

None — (Delegate has no access to the folder)
Reviewer — (Delegate can read items in the folder, but can't make changes)
Author — (Delegate can read items and create new items in the folder)
Editor — (Delegate has full access to read, create, and modify items in the folder)

  • If you want your delegate to receive copies of your meeting-related notifications (so that the delegate will also be notified of any new meetings and can "Confirm" or "Decline" meetings on your behalf), grant Editor permissions and click the check box Delegate receives meeting invites
  • If you want your delegate to be able to see your private items, click the corresponding check box.
  1. Click OK
  2. Click the down arrows next to "Send my meeting-related message to" box and select your desired option (Delegate only. Send me notifications, Both my delegate and me, Delegate only, Me only or None)
  3. Verify that you have added all of the people you wish to give delegate access to and click on the Done button.
  4. Close the Accounts window. 

 

Old Outlook (Mac)

  1. Open Outlook
  2. Select Tools | Accounts 
  3. Click the Advanced button.
  4. Click the Delegates tab.
  5. In the "Delegates who can act on my behalf" section, click the + sign
  6. Type the person's name you wish to add, select it and click the Add button.
  7. On the "Delegate Permissions" screen, select the desired permissions for each of your folders (Calendar, Tasks, Inbox, Contacts, Notes). Choose from the following Permission levels:

None — (Delegate has no access to the folder)
Reviewer — (Delegate can read items in the folder, but can't make changes)
Author — (Delegate can read items and create new items in the folder)
Editor — (Delegate has full access to read, create, and modify items in the folder)

  • If you want your delegate to receive copies of your meeting-related notifications (so that the delegate will also be notified of any new meetings and can "Confirm" or "Decline" meetings on your behalf), grant Editor permissions.
  • Click the down arrow next to Send my meeting-related messages to: and select the desired option (My delegates and me, My delegates only but send me a copy, My delegates only)
  • If you want your delegate to be able to see your private items, click the corresponding check box.
  1. Click OK
  2. Verify that you have added all of the people you wish to give delegate access to and click on the Done button
  3. Close the Accounts window. 
  1. Login to OWA with your Hawkid and Hawkid password
  2. Click Outlook
  3. Click Calendar
  4. Right click on your personal calendar
  5. Select Sharing and permissions
  6. Type the user's name you wish to give access and select it
  7. Click the down arrow next to "can view all details" and select Delegate
  8. Click the box next to "Let delegate view private events" if you wish for the delegate to see private items
  9. Click Share.   The Delegates box will display
  10. Click the down arrow in the "Send invitations and responses to" box and select the desired option (Delegate only, Delegate and send me a copy, or Both my delegate and me)
  11. Click the X to close the window

 

Using OWA

  1. Login to Office 365 OWA
  2. Open your Calendar
  3. Click Add Calendar
  4. Click Add from directory
  5. Type the user's name or email address and click Add
  6. In the "Add to" field, click the down arrow and select where to add the calendar (e.g., People's calendars)
  7. Click Add  The user's calendar is now added to your list of calendars
  8. Click the X to close the window

Outlook (Windows)

  1. Open your Calendar
  2. Select 'Add Calendar' and from the drop down and choose 'Open Shared Calendar'
  3. In the 'Name' field type in the Users name (e.g., Jane Doe) who shared their calendar with you, select their name and click OK.

New Outlook (Mac)

  1. Open Outlook
  2. Select File | Open | Shared Calendar
  3. Type the user's name and select it, then click Open  The calendar will open and appear overlayed with your personal calendar in a different color.  It will also appear in your calendar list  under Shared Calendars.

Old Outlook (Mac)

  1. Open Outlook
  2. Select Tools | Accounts 
  3. Click the Advanced button.
  4. Click the Delegates tab.
  5. In the "Open these additional mailboxes" section, click the + sign
  6. Type the person's name you wish to add, select it and click the Add button.
  7. Click OK to save changes.

 

     

    If you have been given permission to another user's mail folder, you can open it and view the contents and reply to or send new messages on their behalf. 

    1. Select File | Open and then select Other User's Folder.
    2. Click on the Name button and from the GAL, enter the person's name (e.g., Doe, Jane) who has given you delegate access, and then click the OK button.
    3. Click on the Folder type: pull-down menu to select the folder for which you have been given access (e.g., Inbox, Calendar, Tasks, etc.) and click the OK button.  (New Outlook Mac users -- choose Open Shared Mailbox, Old Outlook Mac users -- see steps in Working As A Delegate (opening the calendar of another user) section)
    4. A new window displays the contents of the folder you have permission to view.  Note: Depending on the access you have been given, you may or may not have permission to make changes to the folder. For example, if you have Editor permissions to someone's calendar, you can open the shared calendar, open a proposed meeting and either Accept or Decline the meeting as the Delegate.

     

       

      1. Create a new message
      2. Click the From field and choose "Other email address..." (or select an address if it is already listed)
      3. Type the name of the delegate and click OK 
      4. Type the message and click Send. The message will be sent with your name "on behalf of" the delegate' name

      Delegate only - Meeting requests and responses go only to your delegates.

      Delegate and send me a copy (Outlook Mac and OWA)- Meeting requests and responses are sent to you and your delegates. Only your delegates see the option to accept or decline a meeting request, and the notification sent to you will appear like a normal email message. You can still respond to the meeting by opening the calendar item and responding.

      Both my delegate and me - Meeting requests and responses are sent both to you and your delegates. Either of you can respond to the meeting invitation.

      My Delegates only, but send a copy of meeting requests and responses to me (recommended) -(Outlook Windows) - Meeting requests and responses are sent to you and your delegates. Only your delegates see the option to accept or decline a meeting request, and the notification sent to you will appear like a normal email message. You can still respond to the meeting by opening the calendar item and responding.

      Me only (Outlook Mac) - Meeting requests and responses are sent to you

      None (Outlook Mac) - Meeting requests and responses are not sent

      Article number: 
      2650
      Last updated: 
      June 29, 2022
      Category: