Knowledgebase: Office 365
How to Manage Delegates in the Outlook Client
Posted by Chase Goodall, Last modified by Donald Sloat on 07 May 2018 04:52 PM
Only use Delegates when a person will need to receive/process meeting requests on your behalf.  If you would just like to share your Outlook Calendar, Tasks, Inbox, Contacts, Notes, or Journal with other Office 365 users, you should use "How to Share a Office 365 Mail Folder with Another Office 365 User in Outlook/OWA" instead.

Delegate Permissions:

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

What are the delegate permission levels?

Reviewer -   With this permission, the delegate can read items in your folders.

Author -   With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf.

Editor -   With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

A delegate automatically receives Send on Behalf permissions. 

  1. Click the File tab in the top left of the window.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add.
    1. If Add doesn’t appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status.
  4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
    1. Note: The delegate must be a person in your organization's Exchange Global Address List (GAL).
  5. Click Add, and then click OK.
  6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.
    1. If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.
    2. Note: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
  7. If you want to send a message to notify the delegate of the changed permissions, select the “Automatically send a message to delegate summarizing these permissions” check box.
  8. If you wish to allow the Delegate to see your private items, select the "Delegate can see my private items" check box.
    1. Important: This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders
  9. Click OK in both windows.


Messages sent with Send on Behalf permissions include both the delegate's and your names next to From.

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