USC: Division of Student Affairs

Delegate Access

To to be able to send email on someone else's behalf or to be able to receive/process meeting requests on someone else's behalf you need to be a delegate for the other users. For this to work the other user needs to assign you delegate permissions (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. Once they give you delegate access you can now have access to their inbox or calendar by following the instructions to Work as a delegate.

Assign Delegate Permissions

Select Tools | Options and click on the Delegates tab.

Click on the Add button.
From the Global Address List (GAL), type the name of the person (e.g., Doe, Jane) whom you wish to give delegate access to your Calendar, Tasks, Inbox, etc. Select the name from the list and click the Add -> button at the bottom of the window. Repeat if you want to add other delegates.
Click the OK button.
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.
Click on the OK button.
Verify that you have added all of the people you wish to give delegate access to and click on the OK button.

Access Another User's Folders (Calendar, Tasks, Inbox, Contacts, Notes, or Journal)

Before you can access another user's folders (Calendar, Tasks, Inbox, Contacts, Notes, or Journal) the user must add you as a delegate and assign permissions to the folders. See Assign Delegate Permissions above.

To Access Calendar, Tasks, Inbox, Contacts, Notes, or Journal there are a couple options.

You can do the following:

Open the other user's folder
Add their mailbox to your folder list
Open their shared calendar and add it to your "My Calendars" list

Open the other user's folder

Select File | Open and then select Other User's Folder.
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.
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.
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 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.
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.

Add the shared calendar to your "My Calendars" list.

Select the Calendar tab in the Navigation Pane.
Click on the Open a Shared Calendar link.
Type the name of your shared calendar or click on the Name... button and select the shared account from the Global Address List.
Click OK.
The shared calendar name will appear under "My Calendars".

To access another users folders that is not (Calendar, Tasks, Inbox, Contacts, Notes, or Journal)

If the other user has created a folder in their mailbox that is not a Calendar, Task, Inbox, Contact, Note, or Journal folder then they will have to Change the sharing permissions of their mailbox and share the created folder and you will have to add their mailbox to your folder list.

Changing the sharing permissions of the mailbox and the folder

With the Folder list visible right click on [Mailbox - ACCOUNT NAME] and choose Change Sharing Permissions
Click Add..., and then, in the Add Users dialog box, type or select the name of the person you will make your mailbox visible to.
Click Add and OK. You are returned to the Mailbox Properties dialog box.
Click on the add button, and add the person that you wish to delegate to.
In the Permissions section, verify that from the Permission Level pull-down list, None is selected.
In the Permissions section, select Folder visible.
Click OK.

Sharing a user created folder

Right click the new folderand choose Change Sharing Permissions
Click Add..., and then, in the Add Users dialog box, type or select the name of the person you will make your mailbox visible to.
Click Add and OK. You are returned to the Mailbox Properties dialog box.
Click on the add button, and add the person that you wish to delegate to.
In the Permissions section choose what permissions you would like for the other user to have.
Click OK.

Add the other users mailbox to your folder list

From the Tools menu, select Account settings...
Select your Microsoft Exchange item in the list.
Click the Change.... button
Click More Settings... in the next E-mail Accounts window.
Click the Advanced tab and click Add... The Add Mailbox dialog box appears
In the Add Mailbox text box, type the username to search for the person whose mailbox you are adding
Click OK.
Click OK in the Microsoft Exchange Server Window.
Click Next then Finish in the E-Mail Accounts window.
The new mailbox should appear in your Folder List, identified by name. When you click the plus (+) sign next to the mailbox you should then see what folders they have shared to you.