Giving Other People Access to your Email Using Outlook 2010

Outlook 2010 allows you to setup Delegate Access to your Inbox, Calendar, Tasks, Contacts, and Notes. Delegate Access allows the people you nominate to see, edit or send items on your behalf, including creating and responding to meeting requests.

Selecting delegates

You can select multiple delegates to have access to your account and individually set the level of access each delegate should have.

To create a new delegate:

  1. Click File tab, choose Info, click the Account Settings button and choose Delegate Access
  2. Click Add… The Add Users dialog box will pop up

  3. Select the username of the delegate(s) and click Add
    Click OK
  4. Once you’ve selected a delegate, you need to set the level and type of permission that delegate should have. For each item (e.g. Calendar, Tasks, Inbox) select the level of permission you want to grant

    : delegate cannot access this feature of your account
    Reviewer: delegate can read items
    Author: delegate can read and add items
    Editor: delegate can read, modify and add items

  5. You are STRONGLY advised to un-tick the Delegate receives copies of meeting-related messages sent to me as this can cause a lot of confusion when accepting meeting invites
  6. You also need to choose if you wish to permit the delegate to view items which have been marked as private, by ticking Delegate can see my private items
  7. It is advisable to send the delegate a summary of the permissions you are setting by ticking Automatically send a message to delegate summarizing these permissions

Note: Emails and other items sent by a delegate will be displayed as from the delegate on behalf of your name. For example, From: Joe Bloggs on behalf of Janet Smith.

Working as a delegate

Once you have set up permissions for a delegate that delegate can access the items they have permission to see. This mechanism allows them to open the folder and displays it immediately. It does not add the folder to the delegates navigation bar in Outlook so this method must be used each time.

To open a folder you have delegated permission to:

  1. Click File tab, choose Open then Other User’s Folder
  2. Enter the name of person whose folder you are accessing and select the folder type you wish to view

Granting Access to your Mailbox

If the delegate needs to regularly access parts of your mailbox, and would like your mailbox to appear in their folder list, you must grant them access to your mailbox by setting permissions on the mailbox itself. They will only see the folders and features you granted them access to in the Delegate Settings. However, they won’t have to manually open your folders through the File menu. By granting permission to your mailbox, you simply make it possible for them to add your mailbox to their folder list.

To grant access to your mailbox to a delegate:

  1. In your folder list, right-click on your mailbox
  2. Click Folder Permissions
  3. Click Add…
  4. Select the username of the delegate
  5. Click OK
  6. Select the delegate and in the Permission Level drop-down menu select Reviewer
  7. Click OK
  8. The delegate can now add your mailbox to their folder list – see below

Note: You can also set different permission levels for individual folders in your mailbox using the above method on each folder.

Outlook 2010 – Adding Additional Mailboxes

To add an additional mailbox:

  1. Click File tab, Info, Account Settings, Account SettingsThe Account Settings dialog box will pop up

  2. Select your default account and click ChangeThe Change Account dialog box will appear
  3. Click on More Settings
  4. Select the Advanced tab and then click on Add
  5. Enter the name of the additional mailbox into the Add Mailbox field and click on OK. The additional mailbox has now been added
  6. Enter the name of the additional mailbox into the Add Mailbox field and click on OK. The additional mailbox has now been added.
  7. Click on OK
  8. Click on Next
  9. Click on Finish. The additional mailbox has now been added to the Navigation Pane

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