In this video, staff author Jess Stratton shows users how to set up others 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 Office 365 or Exchange user, you may need to create a delegate. That's somebody that can act on your behalf in Outlook. Maybe they need to answer your mail, share your contacts, or create and accept meetings for you. To select a delegate, click the File ribbon tab. Make sure you're on the Info pane on the left. Select Account Settings and then choose Delegate Access. Let's add Jenny as our delegate so that she can send items on my behalf and create meeting requests.
I'll click the Add button, and now from the address book, I'll choose Jenny's name. I'll select it, click Add, and then OK. Now I need to set the delegate permissions for Jenny. In the calendar there's only two options, no access or delegate access. I want her to be a delegate access. That also means that she's going to receive copies of meeting-related messages sent to me.
Anytime somebody sends me a new calendar invitation, she'll also get a copy and can accept or reject it on my behalf. In tasks, email, contacts, and notes, there are three permission levels. Well, four if you count no access. The delegate can only read items, that is, review or access. They can become an author of items, that is, in addition to reading items they can also create new ones. Or they can be an editor, which is read, create, and modify items.
Jenny doesn't need any access to my tasks. For my inbox, I'll make her an author, meaning she can read my mail and create new mail on my behalf. I'll also make her an author of my contacts. Jenny will automatically get an email summarizing what her permission levels are. Finally, I can decide if I want to let Jenny see my private items. In a previous video, we marked contacts as being private.
So even if that contact list is shared out, they won't be seen, but I can override that for my delegate if I want. I'll click the OK button and I'll click OK. Finally, click the arrow on the top left-hand side of the screen to get back to Outlook.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.