Outlook: how to give someone delegate access
Delegate access lets someone else, such as an assistant, manage part of your mailbox or calendar on your behalf. They can read your emails, reply for you, or accept meetings, and you decide exactly what they can do. Emails they send can say 'sent on behalf of' you.
When is it right?
- Delegate access suits a manager and an assistant.
- A shared mailbox is better for a team address like info@ or sales@. See our guide on shared mailboxes.
- Sharing your calendar for viewing is simpler if people only need to see when you are free. See our calendar sharing guide.
Add a delegate in classic Outlook
- Click File.
- Click Account Settings, then Delegate Access.
- Click Add, then choose the person from the list and click OK.
- In the permissions box, choose a level for each of Calendar, Inbox, Tasks, Contacts and Notes. Levels include None, Reviewer (can read), Author (can read and create) and Editor (can read, create and change).
- Decide whether to Automatically send a message to delegate and whether to keep items private.
- Click OK.
The delegate then opens your mailbox or folder through their own Outlook. Changes may take a short while to take effect.
What if I cannot find it?
In the newer Outlook or on the web, the option may be in a different place or under your account settings, and some organisations let only administrators set it up. If you cannot find it, ask us.
Remove a delegate
Open the Delegate Access box again, select the name and click Remove.
Good practice
- Give the least access needed. Reviewer is plenty for many people.
- Do not give anyone access to your Inbox unless they really need it, since it may hold private emails. Mark such emails Private.
Common problems
- Delegate cannot see the mailbox: they might need to restart Outlook and add your mailbox in their settings.
- Option is missing: you may be using a different type of account.
When to get more help
If you are not sure whether to use a delegate, shared mailbox or calendar sharing, contact us and we will recommend the safest option.