Learn how to set up someone with delegate access to an Outlook Exchange account, giving them the ability to create or modify meeting requests or check email on behalf of someone else.
- [Instructor] If you're an Exchange user, you may need to create a Delegate, that's somebody that can act on your behalf. Maybe they need to answer your mail, share your Contacts, or create meetings for you. To select a Delegate, click Tools from the top menu, Accounts, select your Exchange account and then click Advanced on the bottom right hand side. Click the Delegates tab. This is where you can set people who can act on your behalf.
To add somebody, click the plus sign. You can then search for them in your company directory. I'll click Jenny's name and click the blue Add button. Now you can designate special permissions for that user. You can fine-tune what they're allowed to do. Let's start with the Calendar. There are three different permission levels. They can be a Reviewer, meaning they can only read your items. They can be an Author, meaning they can read your items and create new items, such as mail messages and calendar appointments.
And then there's Editor access, meaning they can read items, create items, and modify existing items. So the first thing you need to decide is what level of access they're going to have. And then the second thing you need to decide is what level of access they're going to have for each aspect of Outlook, such as the Calendar, Tasks, Inbox, Contacts, and Notes. So let's go through and set the permissions. I want Jenny to be able to completely modify my Calendar. Modify is important for the Calendar, especially people-sent reschedule notices.
I also want her to receive my meeting invites, so I'll make sure there's a checkbox beside Delegate receives meeting invites. She doesn't need to be able to see my Tasks so I'll set those to None. I could have her be an Author for my Inbox meaning she can create new messages on my behalf. I can set her as an Editor for my Contacts and I won't give her any access to my Notes. I can choose to send her a summary email with these permission levels.
And finally, I need to decide if she can see my private items. In the last video, I showed you how to mark a Contact as private and you can do the same with Calendar entries. But for now, I'll leave these unchecked. I'll click the blue OK button. And now, if I need to make changes or add new Delegates, I can click the plus sign to add a new person, click the minus sign to remove a Delegate, and I can double click to make changes to an existing Delegate. I'll click Cancel on this.
If somebody wanted to make me a Delegate for their Outlook, they would need to follow these steps and add me as the Delegate. I'll click the blue OK button. The settings get applied and I can click the Close button to go back to Outlook.
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