This article provides a step-by-step guide on how to set up email and calendar delegation in Outlook for Mac, Windows, and OWA (Outlook Web App). It also explains the different permission levels available and how to request full access delegation if needed.
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Have the email address of the person you want to delegate access to.
Have the Outlook desktop app installed for Mac or Windows, or access to OWA (Outlook Web App).
If you need to grant full access email delegation permissions, submit a Communication and Collaboration General Request.
Outlook allows users to delegate access to their email and calendar, letting another person manage appointments or messages on their behalf. Different permission levels let users control how much access their delegate has. If full access to your email account is required, assistance from IT is necessary.
Set Delegate Permissions in Mac Outlook:
Open Outlook and go to the Tools menu.
Select Accounts, then choose your Exchange account.
Click Delegation and Sharing button.
Under Delegates Who Can Act On My Behalf, click the + button.
Enter the email address of the delegate and select their permissions for email and for calendar access.
Author: Can create and edit items but cannot delete.
Reviewer: Can view items but cannot create or edit.
Editor: Can create, edit, and delete items.
Click OK to save.
Delegate Management:
Set Delegate Permissions in Windows Outlook:
Open Outlook and click File > Account Settings > Delegate Access.
Click Add and search for the delegate’s email address.
Choose the level of permission for your Calendar and Inbox:
Reviewer: Can only view your calendar or inbox.
Author: Can view and add items to your calendar or inbox, but cannot delete.
Editor: Can manage (add, edit, and delete) items in your calendar or inbox.
You can also allow the delegate to receive copies of meeting-related requests sent to you.
Click OK to finish.
Set Delegate Permissions in OWA:
Log into OWA and click the gear icon in the top-right corner, then select View All Outlook Settings.
Navigate to Mail > Accounts > Delegate Access.
Click Add and search for the delegate's email.
Set the delegate’s permissions for your inbox and calendar:
Reviewer: View-only access.
Author: Add and edit items.
Editor: Full management capabilities (add, edit, and delete).
Click Save.
Reviewer: The delegate can view items but cannot make changes.
Author: The delegate can view and add items but cannot delete them.
Editor: The delegate has full control, including creating, editing, and deleting items.
If you need to set up full access email delegation, which allows a delegate to send emails from your account and access all your folders, you must place a Communication and Collaboration General Request. Full access delegation requires assistance from IT support.
Delegate Cannot See Calendar or Inbox: Ensure that the correct permission level has been assigned and that changes were saved.
Missing Delegate Features in OWA: Some advanced delegation features are not available in OWA. For full functionality, use the Outlook desktop app.
Issues with Shared Calendars: Best Practices for Preventing Technical Issues with Shared Calendars
For additional details on how to delegate access in Outlook, see Microsoft - About delegates: Allow someone to manage your mail and calendar.
If you encounter issues or need full access delegation, place a Communication and Collaboration General Request.