How to Delegate Access in Outlook 365?

Managing mailboxes of more than one Outlook 365 account is a challenging task. It creates complexities for admins or managers. To reduce these complexities an Outlook 365 feature can be used, known as delegate. Delegate is an assistant that helps manage emails and meeting requests on your behalf. A person is assigned the task of managing email and calendar. The permissions for access can be defined as create, read, and others. Delegating access can help to enhance productivity and workflows, especially for executives and managers who already managing a lot of stuff for their organization. By providing permission to others to manage your email and calendar, they can save time, reduce stress, and ensure seamless communication and collaboration within the teams and organization. You can easily define permissions and authorities with access limits. In this article, we learned about how to delegate access in Outlook 365 and its benefits.

Table of Content

1. How does Delegate Access Work?
2. Permission Levels of Delegate in Outlook 365
3. Benefits of Delegate in Outlook 365
4. Steps to Turn On Delegate Access
5. Change or Remove Permissions For Delegate
6. Edit Delegate Access For Private Items
7. Conclusion
8. FAQs

How does Delegate Access Work?

Delegate is not like other sharing features provided by Microsoft. They work by granting additional permissions from managers to manage their email and calendar. Managers can determine the level of permissions for delegates and according to requirements, they can change it. You can give permissions like read, write, change, and delete. When a delegate is added, by default it has complete access to your email and calendar.

Permission Levels of Delegate in Outlook 365

Permission levels determine your level of control over your delegates and to which extent they access your email and calendar. Choosing the right level of permission is necessary for your delegate to protect your critical information. There are three basic levels of delegate permission are discussed below.

1. Reviewer( Only Read)

• Delegates can only view your email and calendar.
• They cannot create or edit emails and calendars.
• Cannot edit or modify existing events.

2. Author( Can edit and read)

• Delegates can manage your email and calendar.
• They can create new emails and calendars.
• Can delete items only which they created not existing ones.
• Modify existing events with the given permissions.

3. Editor( Complete access)

• They can perform all actions edit, modify, and manage your emails and calendars.
• Permission to delete the items. Not created by them.

Benefits of Delegate in Outlook 365

• Helps in improving efficiency and productivity by distributing the workloads.
• It saves time for high authority persons and gives them time to make strategies to enhance the organization’s productivity.
• Improves response time for emails and other events.
• Can achieve goals faster.

Also Read: How to Turn Off Suggested Replies in Office 365?

Steps to Turn On Delegate Access

1. Open the Outlook app on your system.
2. Go to the File tab located in the left corner and then select Settings.
3. Use the delegate access option from settings and select “Add”. Search for the name of the person you want to delegate and choose from the list.
4. Select “Add” and “OK”. Now you will see a permission dialog box. You can select default permissions or set custom permissions for your delegate.
5. To notify delegates about the changing permissions, select the checkbox with “Automatically send a message to delegates summarizing permissions”.
6. For giving access to your private folders or items. Choose the “Delegate can see my private items” checkbox. Click ok to save the changes.

Change or Remove Permissions for Delegate

1. Open Outlook and select the file tab.
2. Select settings from the file tab and click on delegate access. Select the person you want to change or remove delegate permissions.
3. Now you can change or remove access for any Outlook folder for your delegate.
4. You can also notify the delegate by clicking the checkbox saying “Automatically send a message to delegate with the summarized permissions”.

Edit Delegate Access for Private Items

1. Open the Outlook app and navigate to the file tab. Select account settings and then delegate access.
2. Select the name of the delegate for which you want to change permission. Select permissions from the tab.
3. Select the checkbox with “ Delegate can see my private items” and click ok to make the changes.

In the above discussion, we have explored delegates in Outlook 365 and their work. Benefits of using delegates, permission levels for delegates, and their limitations. And also steps to turn on delegates, and change or remove permissions and access for private items.

Conclusion

This article covers the delegation in Outlook with a detailed explanation of features, benefits, and their working. It also covers the steps to turn on delegation, change or remove permissions, and limit access to private items. Following the above steps you can easily delegate access in Outlook 365. Further, we have seen a possible scenario where a need for data migration arises and recommend using the above-discussed software.

FAQs

1. How to give delegate access in Outlook 365 online?

Go to the Home tab, and select Share Calendar. In the Sharing and Permissions section, search the name or email address of the person you want to share your calendar with and assign delegate access.

2. How do I access someone else’s email in Outlook 365?

You can access another person’s mailbox if you have appropriate permissions. Open the Outlook Web App screen and click on your name from the top. A drop-down list will appear. Click on Open another mailbox, enter the email address of the other one you want to open. Click Open.

3. How do I add a delegate account in the Outlook mobile app?

• Sign in to your primary account using the Outlook mobile app for iOS or Android.
• From the left navigation pane, tap the “Add Account” button, then tap “Add a Shared Mailbox”.
• If you have multiple accounts in Outlook Mobile, choose the account with valid permission to access the shared mailbox.

4. Why is delegate access not working in Outlook?

Cause- This issue occurs when Outlook is unable to retrieve the delegate information correctly from the local free/busy object in the mailbox. It may also occur when the manager’s or delegate’s mailbox is moved to a new forest.

Resolve-  First of all, set up a new temporary delegate in the manager’s mailbox by using OWA. It will force update the local free/busy object. Use the below steps:

• Sign in to the mailbox using the Outlook Web application.
• Now, open the calendar and select the menu from the top.
• Enter a user or group, and choose “Delegate” using the drop-down menu.
• Click on “Share” and choose “Done”.