University Systems help centre

Delegate access: Outlook 2010 and 2013

Providing delegate access is useful when you want to allow someone to manage your email and calendar while you are away or when someone manages your appointments and mail replies. This feature does not require you to share your password with your delegate(s).

Note: Both you and your delegate should use the same version of Outlook. You may only delegate access to Exchange folders.

What is the difference between delegating a calendar and sharing one?

Delegate: When you delegate a calendar, you allow someone else to fully manage your calendar on your behalf.

Sharing: When sharing your calendar with editor permissions, you allow someone to create new meetings and make changes to your calendar on your behalf, but this person will not receive any meeting related emails. Any updates, cancellations, requests or other calendar related messages will not be received by this person. Please see Share Calendar: Outlook 2010 and 2013 for more information.

  1. Click the File tab.

    Share Calendar Outlook 2010

  2. Click on Account Settings and click Delegate Access.

    Share Calendar Outlook 2010

  3. Click Add to open the Add Users dialog box.

    Share Calendar Outlook 2010

  4. Select your desired delegate’s name from the Global Address List by using the search function or by entering their name as it appears in your contacts folder. Click Add. When finished adding delegates, click OK.

    Share Calendar Outlook 2010

  5. The Delegate Permissions dialog box will open and provide you with the ability to set permissions.

    Share Calendar Outlook 2010

  6. Select the type of permission you wish to grant for each Outlook folder.

    Summary of the permission levels:

    Editor: Delegate can create, read, modify and delete all items and files.

    Author: Delegate can create and read items and files and m odify and delete items and files the delegate created.

    Reviewer: Read items and files only.

    None: Delegate has no permissions. They cannot open the folder.

  7. Select whether to send an automatic message to your delegate and/or whether they should see your private items. Click OK when you are finished to return to the Options dialog box.
  8. Your delegate’s name should now appear in your list of delegates. Click on Add to add additional delegates if necessary.

    Share Calendar Outlook 2010

  9. Indicate how you would like your meeting requests to be delivered and then Click Apply and OK.