Only use Delegates 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. Your delegate permissions depend upon what rights to which folders (Calendar, Inbox, etc.) the other person gives you.

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.

Assign Delegate Permissions

  1. Select File | Account Settings | Delegate Access.
  2. Click on the Add button.
  3. Click on the Add button.
  4. Click OK
  5. On the "Delegate Permissions" screen, select 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)

    Note: 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.

    Note: 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.

    Note: If you want your delegate to be able to see your private items, click the corresponding check box.
  6. Click OK
  7. 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.

  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.
  1. 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.
  2. 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.
  3. 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.

Note: Another method to open a Calendar, Tasks, Contacts, or Notes folder as a delegate, is to select the corresponding button in the Navigation Pane (e.g., Calendar), scroll to the bottom of the window and click on the Open a Shared Calendar (or Tasks, Contacts, Notes) link. Once you have opened a shared folder (e.g., Calendar), the name of the person whose shared folder you have access to will be listed under Other Calendars (or Tasks, Contacts, Notes) and you can simply click on the link to open the folder.

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.

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Last updated: 
July 25, 2016