University Systems help centre

Delegate access: Outlook 2011 for Mac

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

Please note: both you and your delegate(s) should use the same version of Outlook. You may only delegate access to Exchange folders.

Delegating a calendar versus sharing one

  • When you delegate a calendar, you allow someone else to fully manage your calendar on your behalf.
  • When you share a 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. See Share calendar: Outlook 2011 for more information.

Delegating your calendar

  1. Select Tools from the top menu. Then select Accounts....



  2. In the Account dialog box, select your Exchange account from the left-hand menu. Then click Advanced....



  3. Select the Delegates tab, then click the plus sign (+) under Delegates who can act on my behalf.



  4. In the Select User dialog box, enter the person's name or NetLink ID that you want to grant delegate access to in the search field. Click Find. Select the correct person or account from the results and click OK.



  5. In the Permissions dialogue box, adjust the delegate settings for your Calendar and Inbox. If desired, you can also grant access to your Contacts, Tasks, or Notes. Below is a summary of permission levels:
    • Editor: delegate can create, read, modify, and delete all items and files.
    • Author: delegate can create and read items and files as well as modify and delete items and files the delegate created.
    • Reviewer: Delegate can read items and files only.
    • None: Delegate has no permissions and cannot open the folder.



  6. Select Send permissions summary to will notify your delegate that her or she has been granted access to your account. Then click OK.
  7. The delegate now appears under Delegates who can act on my behalf. Click OK to close the window.