How to Delegate Access in Outlook 365: The Exact Steps I Followed

When I started managing multiple tasks in my Outlook 365 account, I realized that I couldn’t handle everything alone. One of my friends suggested I delegate access, which allows my assistant to manage my calendar, emails, or send messages on my behalf. If you’re facing the same and wondering how to delegate access in Outlook 365? Then, look no further!

In this guide, I will explain all the steps to give or remove delegate access in Outlook 365. 

Here you will explore these points:

• What is Delegate Access in Outlook 365?
• How to Give Delegate Access in Outlook 365?
• How Delegates Can Access My Outlook Data?
• How to Manage or Remove Delegate Access in Outlook 365?
• Delegate Access vs. Sharing Calendar
• Final Thoughts
• FAQs

Let’s start with a quick overview of delegation access!

What is Delegate Access in Outlook 365?

Delegate Access is a feature in Outlook 365 that lets you permit someone to manage your mailbox, calendar, tasks, or contacts. Here’s why I found Outlook’s delegate access feature useful:

• My assistant could schedule meetings for me.
• It made team collaboration much smoother.
• I control exactly what others can access, like emails only, calendar only, or both.

Now, let me show you how I did it.

Related article: Outlook ‍365 is Not Sending Emails

How to Delegate Access in Outlook 365?

Follow these simple steps I used to delegate access in Outlook 365 without sharing my password:

• First, I opened the Outlook desktop app on my PC because delegate permissions will not be set up in the web version. 

Note: You need to have an Outlook 365 Exchange account for this feature to work.

• Clicked File in the top-left corner.
• Select Account Settings > Delegate Access.
• I clicked Add… and searched for the person I wanted to delegate access to. After selecting them, I clicked Add again and then OK.
• Now came the important part, setting permissions. So, for each section, Calendar, Tasks, Inbox, Contacts, Notes, I could assign different permission levels:
  • None: No access
  • Reviewer: Can read items only
  • Author: Can read and create items
  • Editor: Can read, create, and modify items
• Since I wanted my assistant to manage my calendar but not my email, I set:
  • Calendar = Editor (can read, create, and modify items)
  • Inbox = None
  • Tasks, Contacts, Notes = None
• Outlook then asked if I wanted to send meeting-related emails to the delegate. I chose: My delegates only, but send a copy of the meeting requests to me.
• Finally, I clicked OK, and Outlook automatically sent a notification email to the person I delegated access to.

Done! Now this is how to delegate access in Outlook 365 query is resolved.

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

How Delegates Can Access My Outlook Data?

Once I set it up, here’s how my assistant accessed my calendar:

1. They opened Outlook.
2. Clicked File > Open & Export > Other User’s Folder.
3. Selected Calendar (or Inbox/Tasks/Contacts depending on permissions).

Alternatively, they could add my mailbox as a shared mailbox if given full access.

How to Manage or Remove Delegate Access in Outlook 365?

If I ever needed to change or remove access:

1. I went to File > Account Settings > Delegate Access.
2. Selected the person > Clicked Remove or Permissions to modify.

Delegate Access vs. Sharing Calendar

When I first used this, I wondered: Why not just share my calendar instead?

Here’s what I figured out:

Final Thoughts

Setting up delegate access in Outlook 365 minimises my workload and time. If you’re also frustrated with managing everything in Outlook alone, I highly recommend giving delegate access a try. Following the above-given steps on how to delegate access in Outlook 365 will help you set it up easily in just a few minutes. 

FAQs

1. Can I delegate access in the Outlook web version (OWA)?
   No, because Delegate Access can only be set up via the Outlook desktop app. Additionally, there is no option in OWA to set up delegation access directly from it. 
2. Can a delegate send emails on my behalf?
   Yes, if you assign them Editor access to your Inbox, they can send on your behalf.
3. Can I have more than one delegate?
   Yes, you can assign multiple delegates, each with different permission levels.