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2430
How do I delegate access for someone to be able to manage my email and calendar on my behalf?


For someone to be able to read and send emails or manage your calendar on your behalf, you need to set up delegated access for them:

  1. Go to the IT Services delegate page.
  2. Under the Delegating account heading, enter your username (for example ano23) and password in the appropriate boxes.
  3. Under the Permissions heading, enter the email address of the delegate (the member of staff who needs to be able to use your account).
  4. In the Calendar, Inbox, Contacts and Tasks boxes, choose the appropriate permission levels as required.
  5. Under the Folders heading, tick the Enable permissions on all folders box if all folders should be available to the delegate.
  6. Click the Add delegate button and wait for the delegating process to complete.

After delegation has been done, the delegate will need to add the account to their mail program as described below (the instructions apply only to Outlook 2010 and Outlook 2013).

Configuring Outlook

  1. Click on the File menu, click on the Info section on the left.
  2. Click on the Account Settings button.
  3. Click on Account Settings... in the pop-up menu.
  4. Click the E-mail tab if not already selected.
  5. Click on your profile in the window below, then click Change...
  6. Click on More Settings, then click the Advanced tab.
  7. Click the Add button, and in the Add Mailbox pop-up, enter the username for the other email account you wish to use (for example, ano23). Then click OK.
    If a list of accounts is shown, select the correct one and click OK.
    The other account should now be listed under Open these additional mailboxes.  You can add more accounts if necessary, by repeating step 6.
  8. Click OK to return to the Exchange server settings window.
  9. Click Next and then click Finish, to return to the Outlook window.
    Your list of mail folders should now include a new entry: Mailbox - account (where account is the name of the extra account), ready to be opened to display the account's mailbox with its folders.

Configuring Outlook Web App (OWA)

Outlook Web App is limited in its ability to handle additional accounts. You can view the Inbox for an additional account and send email on its behalf, but you can't view any other folders.  

To view the Inbox, first delegate the appropriate permissions (see above) and then:

  1. Login to Outlook Web App and right-click on your Mailbox name in the left-hand navigation panel (Ctrl+click on a Mac).
  2. Choose Open Other User's Inbox.
  3. Click on Name and lookup the delegating account.
  4. Double-click on it so it shows in the Select Field and click OK.
  5. Click OK again to close the window.

The Inbox for the additional account should now appear beneath your own folders.

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This is question number 2430, which appears in the following categories:

Created by David Guest on 4 January 2012 and last updated by Richard Byrom-Colburn on 20 October 2016