Delegates should be used when a person will need to receive/process meeting requests on someone’s behalf. If you would just like to share your Outlook Calendar, Tasks, Inbox, Contacts, Notes, or Journal with other Office 365 users, you should use "folder permissions" instead of Delegates. When using Delegates, limit the number of editor/author delegates to one or two people. A manager and delegate should not be configured as delegates for each other. To work as a delegate, another Office 365 user needs to give you permission (i.e., access rights) to their Calendar, Inbox, etc.
Note: As the Organizer of the 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 two Delegates, 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.
- Select File | Account Settings | Delegate Access.
- Click on the Add button.
- Type the person's name you wish to add, select it and click the Add button.
- Click OK
- 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.
- Click OK
- Verify that you have added all of the people you wish to give delegate access to and click on the OK button.
Working As A Delegate (Access Another User's Folder)
Before you can access another Office 365 user's folders (Calendar, Tasks, Inbox, Contacts, Notes, or Journal) the user must add you as a delegate and assign permissions to the folders.
Working as a delegate in the Calendar
- In Outlook, open your calendar
- Select the down arrow of the Add button.
- Select Open Shared Calendar
- Type the name of the person whose calendar you wish to open and click OK. The calendar will open next to your personal calendar. The calendar will then also appear in the "Shared Calendars" list so you can easily select it to re-open.
Opening another user's folder as a delegate
- Select File | Open and then select Other User's Folder.
- 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.
- 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.
- 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.
- Each time you launch Outlook, you will need to re-open the user's folder.** After the first time you open a folder, you will see the person's name listed when you select File | Open and you can select the
- person from the list.
Sending a message "On Behalf of" the delegate
- Create a new message
- Click the From field and choose "Other email address..."
- Type the name of the delegate and click OK
- Type the message and click Send. The message will be sent with your name "on behalf of" the delegate' name