Questions:

How can I enable other WSU Employees to help manage my Email Account or Calendar in Outlook?

Can I grant another user access to setup meetings on my Outlook Calendar?

Answer:

Delegate Access enables you to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or  to create or respond to meeting requests on your behalf.


About Delegate Access
As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

What are the delegate permission levels?

  • Reviewer - With this permission, the delegate can read items in the manager's folder.
  • Author - With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder and then send the item on the manager's behalf.
  • 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 the manager created.

You and the delegate must use the same version of Outlook.

How to Turn on Delegate Access:
A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.
1.  Click the File tab.
2.  Click Account Settings, and then click Delegate Access.
3.  Click Add.
If you don't see the Add button, it may not be visible because of one or more of the following:

  • An active connection does not exist between Outlook and Exchange. The Outlook status bar should display "Connected to Microsoft Exchange" or "Online."
  • Your messages are not being delivered to your Exchange mailbox. Your email must be delivered to your Exchange mailbox, not to an Outlook Data File (.pst) on your computer hard disk.

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.  (NOTE: The delegate must be a person in your organization's Exchange Global Address List.)
5.  Click Add, and then click OK.
6.  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.

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.

  • 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.

9.  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.


To use your access to send a request:
1. Select Open a Shared Calendar and open the delegated calendar

2. Click New Meeting in the new group on the Home tab. Enter the meeting attendees, location, and start and end times as you would do on your own calendar.

3. Select Send once the meeting request is completed. You have just sent a calendar entry on another person's behalf.