Granting delegate access to your Outlook account

Overview
Granting delegate access in Outlook for Windows
Granting delegate access in Outlook for Mac
Granting delegate access in Outlook on the web
Delegate access sharing levels

Overview

You can grant someone delegate access to your USC Outlook account mailbox and calendar. You can grant a range of permissions, from view-only access to the ability to send emails and manage calendar events on your behalf.

If the person later no longer needs delegate access, don't forget to remove their access from your Outlook account.

Does my Outlook version let me assign delegate access?

According to Microsoft official documentation, not all versions of Outlook allow you to grant delegate access yet. We recommend that you use Classic Outlook for Windows or Outlook for Mac:

Outlook version
Can it be used to assign delegate permissions?
Outlook for Windows Calendar only Classic Outlook for Windows Mailbox and calendar Outlook for Mac Mailbox and calendar Outlook on the web (https://usc.edu/office365) Calendar only

Zoom meetings for Outlook events

If you want your delegate to create and manage Zoom meeting links on your behalf (used in Outlook calendar events), you must also assign permissions in Zoom:

Granting schedule privilege for Zoom meetings

Granting delegate access in Outlook for Windows

Outlook vs. Classic Outlook

Grant delegate access in Outlook for Windows

Email access

To grant someone access to your mailbox, you will need to switch back to Classic Outlook by clicking the New Outlook toggle in the upper right.

According to Microsoft official documentation, "Currently, assigning delegate permissions to mail folders in new Outlook is only partially available. You can still have delegates, but you must use classic Outlook to assign those permissions first."

Calendar access

Quick guide

Click the Calendar tab.
Right-click the calendar you want to share, and select Sharing and permissions.
Search for and select your delegate.
By default, the delegate's permission level is set to Can view all details. You can change this.
Click Share.
The delegate now has calendar access, and receives a sharing invitation via email.

Detailed guide (with screenshots)

Click the Calendar tab.
Right-click the calendar you want to share, and select Sharing and permissions.
Search for and select your delegate.
By default, the delegate's permission level is set to Can view all details. You can change this.
Click Share.
The delegate now has calendar access, and receives a sharing invitation via email.

Grant delegate access in Classic Outlook for Windows

Quick guide

Open Classic Outlook. You may need to search for Outlook in the Start menu search bar, and then select Outlook (classic).
Click the File tab.
Click Account Settings and select Delegate Access.
Click Add.
Type the delegate name into the search bar, and click the Go icon.
Select the delegate from the list, and click Add.
Click OK.
In the Calendar and Inbox fields, select the access levels you want to grant. Click OK.
The delegate is added. Click OK.
Quit and reopen Classic Outlook.

Detailed guide (with screenshots)

Open Classic Outlook. You may need to search for Outlook in the Start menu search bar, and then select Outlook (classic).
Click the File tab.
Click Account Settings and select Delegate Access.
Click Add.
Type the delegate name into the search bar, and click the Go icon.
Select the delegate from the list, and click Add.
Click OK.
In the Calendar and Inbox fields, select the access levels you want to grant. Click OK.
The delegate is added. Click OK.
Quit and reopen Classic Outlook.

Granting delegate access in Outlook for Mac

Quick guide

Open Outlook.
In the menu bar, click Outlook and select Settings.
Click Accounts.
Select your account.
Select Delegates & Sharing.
Click the Add icon.
Type the delegate's name in the search bar. Select it, and click Add.
In the Inbox and Calendar fields, select an access level. Make any other changes as needed, and click OK. The delegate is added.
Close the Accounts window.
Quit and reopen Outlook.

Detailed guide (with screenshots)

Open Outlook.
In the menu bar, click Outlook and select Settings.
Click Accounts.
Select your account.
Select Delegates & Sharing.
Click the Add icon.
Type the delegate's name in the search bar. Select it, and click Add.
In the Inbox and Calendar fields, select an access level. Make any other changes as needed, and click OK. The delegate is added.
Close the Accounts window.
Quit and reopen Outlook.

Granting delegate access in Outlook on the web

Email access

To grant someone access to your mailbox, you will need to use Classic Outlook for Windows or Outlook for Mac. According to Microsoft official documentation, "Currently, assigning delegate permissions to mail folders in Outlook on the web is only partially available. You can still have delegates, but you must use classic Outlook to assign those permissions first."

Calendar access

Quick guide

Sign in at https://usc.edu/office365.
Click the Calendar tab.
Right-click the calendar you want to share, and select Sharing and permissions.
Search for and select your delegate.
By default, the delegate's permission level is set to Can view all details. You can change this.
Click Share.
The delegate now has calendar access, and receives a sharing invitation via email.

Detailed guide (with screenshots)

Sign in at https://usc.edu/office365.
Click the Calendar tab.
Right-click the calendar you want to share, and select Sharing and permissions.
Search for and select your delegate.
By default, the delegate's permission level is set to Can view all details. You can change this.
Click Share.
The delegate now has calendar access, and receives a sharing invitation via email.

Delegate access sharing levels

Outlook inbox

Reviewer: The delegate can view your emails.
Author: The delegate can view your emails and write emails on your behalf.
The delegate can change/delete emails that they write on your behalf.
Editor: The delegate can view your emails and write emails on your behalf.
The delegate can change/delete all emails, including those you created.

Outlook calendar

Reviewer: The delegate can view your calendar.
Author: The delegate can view your calendar and add appointments and meetings. They can also send meeting requests on your behalf.
The delegate can change/delete appointments and meetings that they create on your behalf.
Editor: The delegate can view your calendar and add appointments and meetings. They can also send meeting requests on your behalf.
The delegate can change/delete all appointments and meetings, including those you created.

Contributor: Albert Rodriguez.