Delegation and Delegate Management

Overview

A delegate can receive and respond email messages and meeting requests and responses for other mailboxes. Delegates can manage mailboxes, calendars and more based on the permissions they are assigned.

What Delegate Access Does

Delegate access is when you give someone permission to access your mailbox or specific folders in the account mailbox with the added ability of being able to create and respond to messages on behalf of the account.

Delegate Access goes beyond just sharing access to folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on behalf of the account. Delegate access can be granted for the following items:

  • Calendar
  • Tasks
  • Mailbox
  • Contacts
  • Notes

As the person granting permission, you determine the level of access that the delegate has to your calendar or mail folders. You can grant a delegate permission to read items in your folders or permission to read, create, change and delete items. The delegate can also respond to meeting requests and emails on behalf of the account.

Delegate Permission Levels

Delegates can be assigned different permission levels. The owner of the mailbox is responsible for assigning delegate permission levels.

  • Reviewer: Delegates with this permission level can read items in your folders and mailbox.
  • Author: Delegates with this permission level can read and create items (including emails) and change and delete items they create. For example, with this permission level, a delegate can create meeting requests directly in the Mail or Calendar folder and then send the item on behalf of the account they have delegate access to.
    • Granting a delegate the Author permission level to an account mailbox gives the delegate the ability to Send on Behalf of the account.
  • Editor: Delegates with this permission level can do everything the Author level has permission to do and, additionally, can change and delete the items that the mailbox owner has created.
  • None: Delegates with this permission level cannot read, create or edit items.

How to Add a Delegate

Before You Begin

  • Add a delegate in Classic Outlook to allow another person to manage your mailbox, calendar or other folders.
  • Delegates can be given different permission levels based on your needs.
  • After you add a delegate, they must add the account mailbox to their Outlook to access it.

Objective or Task

Add a delegate to your account mailbox using the Outlook desktop application.

Instructions

  1. Open the Outlook desktop application.
  2. At the top of the screen, click File.
  3. Click Account Settings. A dropdown menu will appear.
  4. Click Delegate Settings in the dropdown menu. A new window will appear.
  5. Click Add.
  6. Enter the full email address of the person you want to grant delegate access to.
  7. Click OK. A new window will appear.
  8. Set the delegate permissions for calendar, tasks, inbox, contacts, and notes.
    • If you set the permission level to None for each item, the delegate will only be able to send messages on behalf of the account mailbox.
  9. Click OK.
  10. Click OK again to finish.

Outcome

The delegate will have the permissions you assigned and can manage your mailbox, calendar, or other folders as specified.

How to Remove a Delegate

Before You Begin

  • Remove a delegate from your mailbox in Classic Outlook if you no longer want them to manage your email, calendar or other folders.
  • Only the account owner can remove delegates.

Objective or Task

Remove a delegate from your account mailbox using the Outlook desktop application.

Instructions

  1. Open the Outlook desktop application.
  2. At the top of the screen, click File.
  3. Click Account Settings. A dropdown menu will appear.
  4. Click Delegate Settings in the dropdown menu. A new window will appear.
  5. Click on the delegate you want to remove.
  6. Click Remove.
  7. Click OK to finish.

Outcome

The selected delegate will no longer have access to your mailbox, calendar or other folders.

Need Additional Help?

  • Contact the ITS HelpDesk: Call 502-852-7997 during business hours:
    • Monday through Thursday: 6:00am – 10:00pm
    • Friday: 6:00am – 5:00pm
    • Saturday: 7:00am – 5:00pm
    • Sunday: 10:00am – 10:00pm
    • University Holidays: 7:00am – 5:00pm
    • Closed on Thanksgiving, the day after Thanksgiving, and Christmas.
    • If you have an emergency during off hours, call the HelpDesk to be transferred to an on-call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.
  • Live Chat: Chat with the ITS HelpDesk at https://apps.louisville.edu/it/livechat/phplive.php during business hours.
  • Submit a Ticket: Use the self-service portal at http://service.louisville.edu to log requests or check the status of existing tickets.
  • In-Person Support: Visit the iTechConnect 1:1 help located on the lower level of the Miller Information Technology Center, Belknap Campus, during business hours.
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