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Manage Another Person's Mail and Calendar

First, the person wanting to delegate access to their mailbox must allow the other user to view it.

Instructions for granting Folder visible permission

As the manager, do the following in Outlook:

  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.

As the delegate, do the following in Outlook:

  1. Click File > Account Settings > Account Settings.

    Account Settings in the Backstage view

  2. On the Email tab in the list, click the Exchange account type, click Change, and then click More Settings.

  3. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.

 

Open another person's folders

  1. Click File > Open & Export > Other User's Folder.

    TIP    To avoid this step in the future, see the instructions on how to add another person's mailbox to the Folder Pane in the Add another person's mailbox to your profile section of this article.

  2. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.

  3. In the Folder type list, click the folder that you want to open.

 

Create or reply to an email message on behalf of another person

  1. In Mail, click Home > New Email.

    New Email command on the ribbon

  1. On the Options tab, in the Show Fields group, click From.

  2. In the From box, type the name of the person on whose behalf you are sending the message.

    To select the name from a list in the Address Book, click From.

  3. Add recipients, a subject, and the contents of the message as you typically do.

To reply to an email message

  1. In the other person's mailbox, select the message that you want to reply to on behalf of your manager.

  2. Click Home (If you have opened the message, click Message), and then click Reply, Reply All or Forward.

    Respond group on the ribbon

  1. On the Options tab, in the Show Fields group, click From.

  2. In the From box, type your manager's name. To select the name from a list in the Address Book, click From. If you don’t see the From button and box, click Options > From.

  3. Add recipients, a subject, and the contents of the message as you typically do.

 

Grant Access to Calendar

To give the delegate sufficient permissions to view calendars, 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.

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Delegate User Access (Sender)

 

 

View Delegated Items (Receiver)

 

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