Set Up Delegate Access in Outlook

Outlook on Windows 10/11:
(Note: If user is in New Outlook, they will need to revert back to Legacy Outlook by switching the toggle "off", as modern settings do not show ability to delegate access.)

  1. Open Outlook.
  2. Click the File tab.
  3. Click Account Settings, and then click Delegate Access.
  4. Click Add.
  5. 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
    • Note: The delegate must be a person in your organization's Exchange Global Address List (GAL).
  6. Click Add, and then click OK.
  7. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.
    • Notes:
    • 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.
    • 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.
  8. 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.
  9. If you want, select the Delegate can see my private items check box.
    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.
  10. Click OK.
    • Notes: Messages sent with Send on Behalf permissions include both the delegate's and your names next to From. When a message is sent with Send As permissions, only the your name appears.

Outlook on macOS:

  1. Open Outlook.
  2. On the Tools menu, click Accounts.
  3. Click the account that you want to add a delegate to, click Advanced, and then click Delegates.
  4. Under Delegates who can act on my behalf, click Add.
  5. Type the name of the person that you want to add as a delegate.
  6. Click the delegate's name in the search results list, and then click Add.
  7. In the Permissions box, select the permission level that you want to set for the delegate for each item type.
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