Overview
To send emails on someone's behalf and/or manage their calendar, you will need delegate access to their Outlook account's inbox and/or calendar. In the instructions below, the "delegator" is the person whose Outlook account you are accessing, while the "delegate" is your role.
Requesting access to the delegator's account
Email the delegator directly to request delegate access to their Outlook account (if they have not already granted you delegate access). If needed, you can send them a link to the following how-to guide:
Adding the account in Outlook for Windows
Once the delegator grants you access, you can add their account to Outlook:
Outlook inbox
Quick guide
- Quit and reopen Outlook for Windows.
- The delegator's account should automatically appear below your own folders.
- If the account does not appear, you will need to add it manually:
- At the top, click on the File tab.
- Click on Account Settings > Account Settings…
- Click on Change…
- Click on More Settings…
- Click on Advanced.
- Click on Add… Type the delegator's exact email address and click on OK.
- Click on OK.
- Close the windows to return to your inbox. The delegator's account now appears below your own folders (may take a moment to update).
Detailed guide (with screenshots)
- Quit and reopen Outlook for Windows.
- The delegator's account should automatically appear below your own folders.
- If the account does not appear, you will need to add it manually:
- At the top, click on the File tab.
- Click on Account Settings.
- Select Account Settings… from the dropdown.
- Click on Change…
- Click on More Settings…
- Click on the Advanced tab.
- Click on Add…
- Type the delegator's exact email address and click on OK.
- Click on OK.
- Close the windows to return to your inbox. The delegator's account now appears below your own folders (may take a moment to update).
Outlook calendar
If you previously added the delegator's account to your inbox, their calendar should automatically appear in Outlook calendar. If it does not automatically appear, or if you want to add only the delegator's calendar and not their mailbox, follow the steps below:
Quick guide
- In Outlook calendar, click on Open Calendar > Open Shared Calendar…
- Click on Name…
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown, and click on OK.
- Click on OK.
- The delegator's calendar now appears under Shared Calendars (scroll to the bottom if you do not see it).
Detailed guide (with screenshots)
- In Outlook calendar, click on the Open Calendar icon.
- Select Open Shared Calendar… from the dropdown.
- Click on Name…
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown, and click on OK.
- Click on OK.
- The delegator's calendar now appears under Shared Calendars (scroll to the bottom if you do not see it).
Adding the account in Outlook for Mac
Once the delegator grants you access, you can add their account to Outlook:
Outlook inbox
New Outlook
Quick guide
- Quit and reopen Outlook for Mac.
- At the top, click on Outlook > Preferences…
- Click on Accounts.
- Click on Delegation and Sharing.
- Click on the Shared With Me tab.
- Click on the + icon.
- Type the delegator's name. Select the delegator from the dropdown and click on Add.
- Click on Done.
- Close the window. The delegator's account now appears below your own folders (may take a moment to update).
Detailed guide (with screenshots)
- Quit and reopen Outlook for Mac.
- At the top, click on the Outlook menu.
- Select Preferences… from the dropdown.
- Click on Accounts.
- Click on Delegation and Sharing.
- Click on the Shared With Me tab.
- Click on the + icon.
- Type the delegator's name. Select the delegator from the dropdown and click on Add.
- Click on Done.
- Close the window. The delegator's account now appears below your own folders (may take a moment to update).
Legacy Outlook
Quick guide
- Quit and reopen Outlook for Mac.
- At the top, click on Tools > Accounts…
- Click on Advanced…
- Click on the Delegates tab.
- Under the section Open these additional mailboxes, click on the + icon.
- Type the delegator's name and select the delegator from the dropdown list. Click on Add.
- Click on OK.
- Close the window and return to your inbox. The delegator's account now appears below your own folders (may take a moment to update).
Detailed guide (with screenshots)
- Quit and reopen Outlook for Mac.
- At the top, click on the Tools menu and select Accounts… from the dropdown.
- Click on Advanced…
- Click on the Delegates tab.
- Under Open these additional mailboxes, click on the + icon.
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown and click on Add.
- Click on OK.
- Close the window and return to your inbox. The delegator's account now appears below your own folders (may take a moment to update).
Outlook calendar
If you previously added the delegator's account to your inbox, their calendar should automatically appear in Outlook calendar. If it does not automatically appear, or if you want to add only the delegator's calendar and not their mailbox, follow the steps below:
New Outlook
Quick guide
- In Outlook calendar, click on your email address.
- Click on the … icon and select Add Shared Calendar… from the dropdown.
- Type the name of the org account into the search bar.
- Select the org account from the dropdown and click on Open.
- The org calendar now appears below your own account calendar.
Detailed guide (with screenshots)
- In Outlook calendar, click on your email address.
- Click on the … icon and select Add Shared Calendar… from the dropdown.
- Type the name of the org account into the search bar.
- Select the org account from the dropdown and click on Open.
- The org calendar now appears below your own account calendar.
Legacy Outlook
Quick guide
- In Outlook calendar, click on Open Shared Calendar.
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown and click on Open.
- The delegator's calendar now appears below your own account calendar.
Detailed guide (with screenshots)
- In Outlook calendar, click on the Open Shared Calendar icon.
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown and click on Open.
- The delegator's calendar now appears below your own account calendar.
Adding the account in Outlook 365/OWA (online)
Once the delegator grants you access, you can add their account to Outlook:
Outlook inbox
Quick guide
- Go to https://usc.edu/office365.
- Right-click on Folders > Add shared folder.
- Type the delegator's name into the search bar. Select the delegator from the dropdown list and click on Add.
- The delegator's account now appears below your own folders (you may have to scroll down to the bottom of the list).
Detailed guide (with screenshots)
- Go to https://usc.edu/office365.
- Right-click on Folders.
- Select Add shared folder from the dropdown.
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown.
- Click on Add.
- The delegator's account now appears below your own folders (you may have to scroll down to the bottom of the list).
Outlook calendar
Quick guide
- Go to https://outlook.office.com/calendar.
- Click on Add calendar.
- Don't see this option? In the upper left, click on the menu icon next to New event. The sidebar opens and Add calendar displays.
- Click on Add from directory.
- Type the delegator's name into the search bar. Select the delegator from the dropdown.
- In the Add to dropdown, select the heading you'd like the delegator's calendar to appear under (for example, People's calendars).
- Click on Add.
- Close the window. The delegator's calendar now appears below the heading you designated in step 5.
Detailed guide (with screenshots)
- Go to https://outlook.office.com/calendar.
- Click on Add calendar.
- Don't see this option? In the upper left, click on the menu icon next to New event. The sidebar opens and Add calendar displays.
- Click on Add from directory.
- Type the delegator's name into the search bar.
- Select the delegator from the dropdown.
- In the Add to dropdown, select the heading you'd like the delegator's account to appear under (for example, People's calendars).
- Click on Add.
- Close the window. The delegator's account now appears below the heading you designated in step 6.
Send emails "on behalf of" the delegator
If the delegator granted you the ability to send emails on their behalf, you can update the From address on new emails you send. Note that the email will always display as "From [your name] on behalf of [delegator].":
Contributor(s): Chris Huntley, Albert Rodriguez.