Setup a Delegate to Manage My Calendar and Email (Mac)

Introduction

How do I set up a delegate to manage my calendar and email (Mac)?

Answer

Just as an assistant can help you manage your paper mail, your assistant can use Outlook to act on your behalf: receiving and responding to emails, meeting requests, and meeting responses. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your mailbox. We recommend having just one delegate, though additional can be configured if needed.

NOTE: If all you want is for someone to be able to see what's in one or more of your folders (your Inbox, your Calendar, etc.), just share a mail folder or share your calendar with permission set to "REVIEWER". 

If you use the default values, your delegate will

• Have "Send on Behalf" permission, which means your delegate can compose and send meeting invitations that, when received, will say they come from "Bob Assistant on behalf of Judy Manager" (with real names, of course).
• Have full access (view, create, edit, delete) to your Calendar and Tasks folders.
• Receive your meeting requests, and responses to meeting requests you have sent. Your delegate will not see any other messages sent to you.
• Be able to respond to meeting requests on your behalf.

If you grant someone access to your folders, that person has access to all items in the folders except those marked private. Items in sub-folders are not available to the delegate unless you change the sharing permissions on each sub-folder. New sub-folders (created after the Delegate Access was established) inherit the folder access permissions of the parent folder.

Grant Delegate Access

1. From the Tools menu, select Accounts. An Accounts dialog box will open. On the left, all your mail accounts will be listed.
2. Highlight the account to which you'll be granting access, then click Advanced.
3. Click Delegates.
4. Below the Delegates who can act on my behalf text block, click the plus sign (Add).
   
5. In the Choose a Person dialog box, type the person's name and Outlook will display probable matches.
6. Click the name of the person who will be your delegate, then click ADD.
7. In the Permissions dialog box, you can select access levels.

Calendar Only: If all your delegate needs are to work with your calendar, meeting requests and responses, the default permission settings are appropriate.

Other Access: If you want your delegate to work with more than a calendar, you'll need to change the default permissions.

For each, you'll choose from these access levels:

• Reviewer - the delegate can read items in the manager's folder.
• Author - the delegate can read and create items, and modify and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in the manager's Calendar folder and then send the item on the manager's behalf. The delegate cannot modify or delete something the manager created.
• Editor - the delegate can do everything that an Author has permission to do and can modify and delete the items that the manager created.

8. The delegate will automatically receive an email with a permissions summary.
9. Click OK to close the Permissions dialog box.
10. Click OK to close the Delegates dialog box.
11. Close the Accounts dialog box

Change permissions for your delegate

1. From the Tools menu, select Accounts. An Accounts dialog box will open. On the left, all your mail accounts will be listed.
2. Highlight the account to which you'll be granting access, then click Advanced.
3. Click Delegates.
4. Click the name of the delegate for whom you want to change permissions, then click the gear icon below the text box, then select Set Permissions. A Permissions dialog box will open.
5. Change the permissions to the desired level of access for your Calendar, Inbox, and/or Address Book. The delegate will automatically receive an email with a permissions summary.
   • If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives meeting invites check box.
   • If you do not want the delegate to receive meeting invites, remove the check mark in front of the Delegate who receives meeting invites. 
   • An employee with Editor permissions can create, accept and decline meeting invitations from within the calendar without receiving the meeting invite.
   • To share your calendar without granting someone access as a delegate, visit https://support.microsoft.com/en-us/office/share-your-calendar-in-outlook-for-mac-1534a3e9-b6d1-420f-88ae-89abb17ad57e
6. Click OK to close the Permissions dialog box.
7. Click OK to close the Delegates dialog box.
8. Close the Accounts dialog box.

Remove permissions for your delegate

1. From the Tools menu, select Accounts. An Accounts dialog box will open. On the left, all your mail accounts will be listed.
2. Highlight the account to which you'll be granting access, then click Advanced.
3. Click Delegates.
4. Click the name of the delegate for whom you want to remove permissions, then click the minus sign below the text box.
5. Click OK to close the Delegates dialog box.
6. Close the Accounts dialog box.