Delegate access is a way for individual members of campus to grant access to their mailbox and Calander to other members of campus to help manage them as needed. Note this is not the same as accessing a department or multiuser mailbox. Please see Resource accounts for how to access and manage them.
Setting up Delegate access is a two part process. The owner of the mailbox will start the process of granting Delegate access. Then the person being granted Delegate access will have to set it up on their side. Members of campus can use the following steps to do this.
Granting Delegate access for Mailbox
First open the Outlook (Classic) Desktop app.
Note: You MUST use the Outlook (Classic) Desktop app for since the Outlook (New) and the web version of Outlook do not have the delegate settings we will need.
Next click file in the top left, then click account settings, then Delegate access. You should then get a new pop up window.
In this window you can add and remove people as needed. Click the add button and the search box should come up. Here we can search for who you would like to give delegate access to. Once you have found them, double click them to add them to the add box at the bottom of the window. Then press okay.
Next you will be able to set the permissions levels for the person you are giving access to. Note that while Calendar is listed here this does not work here. We will go over granting Calendar further down the page.
The main thing to change here will be the inbox. You will need to decide the level of access you wish to give to someone else. The two IT recommends you use are as follows
- Reviewer (can read items) this will let someone else see your emails but not reply to them or send emails on your behalf. Use this if someone else just needs to see your emails but not interact with them.
- Editor (can read, create, and modify items) this will let someone else see your email and reply to them on your behalf. Use this is if someone else needs to see your emails and interact with them.
Once you have set the permission levers as needed you will then check both boxes at the bottom of the window, and press okay.
We will be returned to the Delegate access window. From here the last thing we need to do is pick the settings for meeting request. IT recommends you pick my delegates and me. This will make it so that any meeting request you are sent will go to both yourself and the delegate so that either of you can reply as needed.
Finally press okay. The Delegate window should close on its own now.
Opening a Delegate Mailbox
Next, for the person who was granted Delegate access we will go over how to add the mailbox to your own outlook.
First open the Outlook (Classic) Desktop app.
Note: You MUST use the Outlook (Classic) Desktop app for since the Outlook (New) and the web version of Outlook do not have the delegate settings we will need.
Next click file in the top left, then click account settings, then account settings again. You should get a new pop up window.
Now in this window double click on your email address in the middle of the box. In the next box. Press more settings in the bottom left to get another pop up window.
Now in this window we will click the advanced tab.
In this tab we will click the add button, next you will then type in the email address of the person who granted you Delegate access and press okay. They should now show up in box. Press apply, then okay. Then press next and press done. This will close outlook for you so the change will take effect.
When you open outlook up again you will see the email address added to the bottom left of outlook for you to open and use.
Granting delegate access for Calendars:
First we will need to login in Outlook web with your S&T account.
Next press on the Calendar icon on the far left of the screen.
Now find the find the Calendar you would like to share access to, then press the three dots to the right, then click Sharing and Permissions. This will open a new window.
Note: You may need to click the drop down arrows to find the Calendar.
Now you will enter the email address of the person you would like to share the Calendar with. Once you find them you will need to set the permission levels for their access. The permission levels are as follows:
Can View when I’m busy, this will let them see a block on the Calendar that would just say buys but would have no details of the appointment at all.
Can View titles and locations, this will let them see a block on the Calendar with the appointments title and where it is located if there is a location listed.
Can view all details, this will let them see a block on the Calendar with the appointments title, location, description, who will be part of the meeting, and any files attached to the meeting.
Can edit, this will let them create appointments on your Calendar and manage them as needed.
Delegate in this case is a permission level S&T IT do not recommend you use.
Once you have picked the permissions levels press the Share button. A email will be sent to the person you have shared this with that will include a button to add the Calendar. After they have done that they will now be able to access the Calendar with the permissions you have set for them.
If you ever need to remove a person access to the Calendar you can come back to this same place and press the trashcan icon to the right of the share button to remove their access.
Opening a Delegate Calendar
Once you the Calendar has been shared with you, you should get a email asking if you would like to add the Calendar to your outlook. Accept this and the Calendar will now show up in your Calendar section in Outlook.