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

To allow someone to send emails on your behalf and/or manage your calendar, you will need to grant delegate access to your Outlook account's inbox and/or calendar.

Granting delegate access in Outlook for Windows

New Outlook versus Classic Outlook

Grant delegate access in New Outlook for Windows

Per Microsoft, "Delegation support is currently planned for development in the new Outlook for Windows." For now, you will need to click the New Outlook toggle in the upper right corner to return to Classic Outlook. Then, follow the instructions below for granting delegate access in Classic Outlook for Windows.

Grant delegate access in Classic Outlook for Windows

Quick guide

Open Outlook for Windows.
Click File.
Click Account Settings > Delegate Access.
Click Add…
In the search bar, type the person's name. Then, select them by double clicking their name in the list.
They should now appear in the Add -> field. Click OK.
Click the Calendar and Inbox dropdowns and select the access levels you want to grant. Click OK.
To grant delegate access to additional people, repeat steps 4–6.
Quit and reopen Outlook.

Detailed guide (with screenshots)

Open Outlook for Windows.
Click File.
Click the Account Settings icon. Select Delegate Access from the dropdown.
Click Add…
In the search bar, type the person's name. Then, select them by double clicking their name in the list.
They should now appear in the Add -> field. Click OK.
Click the Calendar and Inbox dropdowns and select the access levels you want to grant. Click OK.
To grant delegate access to additional people, repeat steps 4–6.
Quit and reopen Outlook.

Granting delegate access in Outlook for Mac

New Outlook versus Legacy Outlook

Grant delegate access in New Outlook for Mac

Quick guide

Open Outlook for Mac.
At the top, click the Outlook menu.
Select Preferences… from the dropdown.
Click Accounts.
Click Delegation and Sharing.
Click the [+] icon.
In the search bar, type the person's name. Select them by clicking their name in the list, and click Add.
Click the Calendar and Inbox dropdowns and select the access levels you want to grant. Click OK.
To grant delegate access to additional people, repeat steps 6–8.
Quit and reopen Outlook.

Detailed guide (with screenshots)

Open Outlook for Mac.
At the top, click the Outlook menu.
Select Preferences… from the dropdown.
Click Accounts.
Click Delegation and Sharing.
Click the [+] icon.
In the search bar, type the person's name. Select them by clicking their name in the list, and click Add.
Click the Calendar and Inbox dropdowns and select the access levels you want to grant. Click OK.
To grant delegate access to additional people, repeat steps 6–8.
Quit and reopen Outlook.

Grant delegate access in Legacy Outlook

Quick guide

Open Outlook for Mac.
At the top, click Tools > Accounts…
Click Advanced…
At the top, click the Delegates tab.
Under Delegates who can act on my behalf, click the [+] icon.
In the search bar, type the person's name. Select them by clicking their name in the list, and click Add.
Click the Calendar and Inbox dropdowns and select the access levels you want to grant. Click OK.
To grant delegate access to additional people, repeat steps 5–8.
Quit and reopen Outlook.

Detailed guide (with screenshots)

Open Outlook for Mac.
At the top, click the Tools menu and select Accounts… from the dropdown.
Click Advanced…
Click the Delegates tab.
Under Delegates who can act on my behalf, click the [+] icon.
In the search bar, type the person's name.
Select them by clicking their name in the list, and click Add.
Click the Calendar and Inbox dropdowns and select the access levels you want to grant. Click OK.
To grant delegate access to additional people, repeat steps 5–8.
Quit and reopen Outlook.

Granting delegate access in Outlook on the web

Grant delegate access to Outlook inbox

Quick guide

Go to https://usc.edu/office365. If you are prompted to sign in:
1. The Shibboleth login page displays. Log in using your USC NetID and passphrase.
2. The Duo screen displays. Follow the on-screen prompt to complete authentication.
In the left menu, right click Inbox. Make sure that you are selecting the Inbox underneath "Folders," not "Favorites."
Select Sharing and permissions from the dropdown.
Click the [+] icon.
In the search bar, type the person's name.
Select them by clicking their name in the dropdown, and click Add.
Click the Permission level dropdown and select the access level you want to grant.
To grant delegate access to additional people, repeat steps 4–7.
Click OK.
Log out of and back in to Outlook to update the application.

Detailed guide (with screenshots)

Go to https://usc.edu/office365. If you are prompted to sign in:
1. The Shibboleth login page displays. Log in using your USC NetID and passphrase.
2. The Duo screen displays. Follow the on-screen prompt to complete authentication.
In the left menu, right click Inbox. Make sure that you are selecting the Inbox underneath "Folders," not "Favorites."
Select Sharing and permissions from the dropdown.
Click the [+] icon.
In the search bar, type the person's name.
Select them by clicking their name in the dropdown, and click Add.
Click the Permission level dropdown and select the access level you want to grant.
To grant delegate access to additional people, repeat steps 4–7.
Click OK.
Log out of and back in to Outlook to update the application.

Grant delegate access to Outlook calendar

Quick guide

Go to https://usc.edu/office365. If you are prompted to sign in:
1. The Shibboleth login page displays. Log in using your USC NetID and passphrase.
2. The Duo screen displays. Follow the on-screen prompt to complete authentication.
In the left menu, click the calendar icon.
At the top, click Share calendar and select the calendar you want to share from the dropdown.
In the search bar, type the person's name. Add them by clicking their name in the dropdown.
Click the dropdown and select Delegate. Click Share.
To grant delegate access to additional people, repeat steps 4–6.
You can optionally edit the Send invitations and responses to field.
Log out of and back in to Outlook to update the application.

Detailed guide (with screenshots)

Go to https://usc.edu/office365. If you are prompted to sign in:
1. The Shibboleth login page displays. Log in using your USC NetID and passphrase.
2. The Duo screen displays. Follow the on-screen prompt to complete authentication.
In the left menu, click the calendar icon.
At the top, click Share calendar and select the calendar you want to share from the dropdown.
In the search bar, type the person's name. Add them by clicking their name in the dropdown.
Click the dropdown and select Delegate.
Click Share.
To grant delegate access to additional people, repeat steps 4–6.
You can optionally edit the Send invitations and responses to field.
Log out of and back in to Outlook to update the application.

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.