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In Outlook for Windows, how do I make other users delegates so that they can send email on my behalf?

In Outlook for Windows, if you have an Exchange mailbox, you can allow another user within your Exchange organization to send email messages on your behalf. To do so, you must add that user as a delegate to your mailbox. You can give a delegate different permissions for different folders, which allows you to control access to items in your Exchange mailbox.

Note: You should make another user a delegate only if you want that user to be able to send email on your behalf. If you only want to allow a user to view the contents of a folder without being able to respond on your behalf, do not make that user a delegate. Instead, use folder permissions to grant access to the folder; see In Outlook for Windows, how do I allow other users to view my Calendar or other folders in my Exchange mailbox?

Adding delegate(s) to your Exchange account

  1. In Outlook 2010, from the File tab, click Account Settings and then Delegate Access from the drop-down menu.

    In Outlook 2007 and previous versions, from the Tools menu, select Options...  and then click the Delegates tab at the top of the screen.

  2. In the "Delegates Window", click Add... .

  3. Select the Exchange users you wish to add as delegates. At Indiana University, make your selections from the IU Global Address List. When you've finished selecting users, click OK.

  4. In the dialog box that appears, you can set permissions for the users you have selected. If you add just one user, the settings you choose will control the permissions for that user. If you add multiple delegates at the same time, the settings you choose will control the permissions for all of those delegates.

    By default, Outlook gives delegates "Editor" permissions for the calendar and tasks folders. Editors have the ability to read, create, and modify items in your mailbox. You can modify individual delegate permissions at a later time by selecting a delegate's name from the Delegates dialog box, and then clicking Permissions.

  5. Once you have made your selections, click OK.

The users you selected will now have the privileges you granted them, but will need to set up Outlook to access your folders; refer them to At IU, how do I view another person's Exchange calendar or mailbox folders in Outlook?

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Last modified on August 27, 2012.

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