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There are two ways to work with another person's Outlook folders:

  • Folder sharing lets other people access one or more folders. 
  • Using Delegate Access, you can give someone permission to act on your behalf.

What are the delegate permission levels?

  • Reviewer - With this permission, the delegate can read items in your folders.

  • Author - With this permission, the delegate can read and create items, and change and delete items that he or she creates.

  • Editor - With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

Table of Contents

Granting Folder visible permission

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox.

  1. Right-click the root folder of the Exchange mailbox, and click Folder Permissions.
  2. Click the name of the delegate.
  3. Under Permissions, under Other, select the Folder visible check box.
  4. Click OK

Make someone my delegate

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox.

  1. Click the File tab.

  2. Click Account Settings, and then click Delegate Access.

  3. Click Add.

    If Add doesn’t appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status.

  4. 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.

    The delegate must be a person in your organization's Exchange Global Address List (GAL).

  5. Click Add, and then click OK.

  6. In the Delegate Permissions dialog box, 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, such as 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.

    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.

  7. 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.

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

    This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders.
  9. Select OK.

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

    Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile.

Allow delegates to send or respond to meeting requests

To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:

  1. Click File > Account Settings > Delegate Access.

  2. Click Add, then type or select, the delegate’s name, and then click Add.

  3. Do one of the following:

    • In the Delegate Permissions dialog box, give the delegate Editor (can read, create, and change items) permissions in the manager's Calendar folder.

    • Click OK to close the Delegate Permissions dialog box, then select the check box at either My delegates only, but send a copy of meeting requests and responses to me or My delegates only.

Change permissions for a delegate

  1. Click the File tab.

  2. Click Account Settings, and then click Delegate Access.

  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

    If you want to remove all Delegate Access permissions, don’t click Permissions but instead click Remove and skip the rest of these steps.
  4. Change the permissions for any Outlook folder that the delegate has access to.

  5. 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 copies of meeting requests and responses that you receive to be sent to a delegate, ensure that 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.

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 in the Tags group, click Private.

To grant access to your private items, do the following:

  1. Click the File tab.

  2. Click Account Settings, and then click Delegate Access.

  3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.

  4. Select the Delegate can see my private items check box.

    You shouldn’t rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To ensure that other people can’t read the items that you marked as private, don’t grant them Reviewer (can read items) permission to your CalendarContacts, or Tasks folder.