How do I... Configure delegate access in Microsoft Outlook?

Stephen Pittsley

This gallery is also available as a PDF download and as a TechRepublic article.

According to a 2005 ZDNet survey, Microsoft Outlook is installed on a whopping 60 percent of corporate desktops, serving as a feature rich e-mail client that provides substantial benefits. And along with e-mail, calendaring, and personal information management, Outlook features such as delegate access simplify workgroup collaboration. As you'll see, delegate access in Outlook is easy to use and extremely useful.

The case for using delegate access
Without effective communication, projects and tasks can easily flounder and stagnate as workgroup members struggle to coordinate efforts and share project-related information. This is especially true if the members are geographically dispersed. Although pagers and cell phones help group members stay in touch, individuals who are in meetings or out of the office may not be readily available.

Using Outlook's delegate access feature lets group members view each other's calendars. This not only increases group efficiency but also provides group members with an explanation for a delayed response. Progress can continue, and group members don't feel slighted by unanswered pages or telephone calls.

As you might imagine, the delegate access feature has a wide variety of uses. Secretaries can be granted access to their supervisor's calendar so that they can schedule appointments and respond to meeting requests. Supervisors who are granted delegate access can easily determine what projects their employees are working on. And subordinates granted access to view their manager's calendar can track them down should problems arise. Outlook's delegate access features can be used in these situations and many others.

Assigning delegate access
Setting up Outlook's delegate access feature is straightforward and takes just a few mouse clicks. First click Tools | Options on the Outlook toolbar.


You show how to give permission to someone (delegate) but how do they then access the calendar from their machine? djj


You have to give delegate access/permission to users mailbox also. User granting access right clicks on his "Mailbox - user name", then click on "Properties for "Mailbox - user name", Click on Permissions tab, Add..., Under "Add Users" screen, select delegate's name & click Add, then click OK Make sure delegates name is hi-lited and under "Permission Level" select same permission assigned in Figure C. Click OK. May have to exit then start Outlook. May also take time to replicate.


Now for the rest of the story. The original article does indeed describe the permissions component. For the rest of the story follow these steps: Step 1 ? Click Tools, then Email Accounts Step 2 - Make sure "View or change existing e-mail accounts" is selected, and then click Next. Step 3 - Click the Change button on the E-mail Accounts window. Step 4 - Next click the More Settings button. Step 5 - Select the Advanced Tab. Step 6 - Click the Add button. Step 7 - Type in the name of the person you wish to add in the Add Mailbox window, then click Add. (Keep in mind, that if that person has not granted you access to their outlook account, you will not see of their outlook components.) Step 8 - Click the OK button Step 9 - Click the Next button on the E-mail Accounts window. Step 10 - Click the Finish button on the E-mail Accounts window. You are done. So goes the rest of the story!