Delegate Access to my Mailbox in Outlook Client

How to set up a delegate user in Outlook Client

A delegate user in Outlook, is a user that is granted permission by another Outlook user to act on his/her behalf.  A delegate user is one that can send and reply to messages on behalf of another Outlook user.  A delegate automatically receives Send on Behalf permissions (see Delegate Permission Levels for more information). By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox.  Messages sent with Send on Behalf permissions include both the delegate's and your name next to From on the email header.

Click here for more information about Send on Behalf vs Sent As

  1. Open Outlook on your PC
  2. Click the File tab
  3. Click Account Settings
  4. Click Delegate Access

Set user up as a delegate to send on behalf of the mailbox owner 

5. Click Add - If Add is greyed out, an active connection might not exist between Outlook and Exchange

    (see the Outlook Status Bar for Connection Status)

Type in delegate user or search for user on GAL


6. 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 result list.

7. Select the delegate name and click Add, and then click OK -

    Note:  The delegate must be a person in your organisation's Exchange Global Address List(GAL)

8. In the Delegate Permissions dialog box, accept the default permission settings or select custom access

    levels for Calendar, Tasks, Inbox, Contacts and Notes.

    Note:  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.

Default Send on Behalf delegate permissions

  9. Click OK

Delegate successfully added


10. Joe Blogs has successfully been granted Delegate Access.  The Delegate user will then receive the

      following message:-

 "This message was sent automatically by Microsoft Outlook to inform you that you have been designated as a delegate. You can now send messages on my behalf.

 You have been given the following permissions on my folders:

   Calendar:            Editor (can read, create, and modify items)

   Tasks:                   Editor (can read, create, and modify items)

   Inbox:                   None

   Contacts:             None

   Notes:                  None

 To open folders for which you have permissions, click the File Tab, and on the Open tab, click Other User's Folder. You will also be receiving copies of meeting requests sent to me and will be able to respond to them on my behalf.

 You will be able to create and modify Meeting Workspaces on my behalf."


IMPORTANT NOTE: Sent Messages are saved to the Sent Items Folder of the Sender, click here for more information.


For Mac Users:  Please click here to learn how to Add and Manage delegates in Outlook 2016 for Mac


Go to How To Guide 

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