Manage another person's mail and calendar items

There are two ways to work with another person's Outlook folders — folder sharing and Delegate Access.

 Note    A Microsoft Exchange Server account is required.

Folder sharing enables another person to access one of your folders, perhaps while you are on vacation. However, it does not include permissions for one to act on behalf of the other. For example, a person who can access your folders can’t reply to email messages or respond to meeting requests for you.

Delegate Access is an Outlook feature that enables one person to act on behalf of another Outlook user. The most common scenario in which this feature is used is a manager and his or her assistant. The assistant might be responsible for maintaining the manager's schedule, such as creating and responding to meeting requests. Some assistants might also monitor a manager's Inbox and send email on behalf of the manager.

A less common scenario involving Delegate Access is when a user is assigned permission to send email on behalf of a group in your organization’s Address Book. In this scenario, if you have been assigned Send As permissions for a group in your organization’s Address Book, you can send email and it will appear to be sent from that group.

This article assumes that the manager has already granted Delegate Access to the delegate.

In this article


Add another person's mailbox to your profile

If you frequently work with someone else's Exchange folders, you probably will want to add the other person's Exchange mailbox to your Outlook profile. Doing so will automatically open the other person's mailbox every time that you open Outlook. The other mailbox appears in the Folder Pane underneath your Exchange mailbox folders.

 Note    The person who is sharing a mailbox must grant you Folder visible permission on the root folder of the Exchange mailbox.

ShowInstructions for granting Folder visible permission

As the manager, do the following in Outlook:

  1. Right-click the root folder of the Exchange mailbox, and then click Folder Permissions.
  2. Click the name of the delegate.
  3. Under Permissions, under Other, select the Folder visible check box.
  4. Click OK.

As the delegate, do the following in Outlook:

  1. Click File > Account Settings > Account Settings.

Account Settings in the Backstage view

  1. On the Email tab, in the list, click the Exchange account type, then click Change and then click More Settings.
  2. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.

Open another person's folders

  1. Click File > Open & Export > Other User's Folder.

 Tip    To avoid this step in the future, see the instructions on how to add another person's mailbox to the Folder Pane in the Add another person's mailbox to your profile section of this article.

  1. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.
  2. In the Folder type list, click the folder that you want to open.

Send or respond to meeting requests for another person

To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:

  1. Click File > Account Settings > Delegate Access.
  2. Click Add, then type or select, the delegate’s name, and then click Add.
  3. Do one of the following:
    • In the Delegate Permissions dialog box, give the delegate Editor (can read, create, and change items) permissions in the manager's Calendar folder.
    • Click OK to close the Delegate Permissions dialog box, then select the check box at either My delegates only, but send a copy of meeting requests and responses to me or My delegates only.

To respond to meeting requests

  1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.
  2. Open the meeting request.
  3. Click Accept, Tentative, or Decline.

To send a meeting request

  1. Open the other person's calendar.
  2. On the Home tab, in the New group, click New Meeting.
  3. Enter the attendees, subject, location, and start and end times as you ordinarily do.

Create or reply to an email message on behalf of another person

  1. In Mail, click Home > New Email.

New Email command on the ribbon

Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

  1. On the Options tab, in the Show Fields group, click From.
  2. In the From box, type the name of the person on whose behalf you are sending the message.

To select the name from a list in the Address Book, click From.

  1. Add recipients, a subject, and the contents of the message as you typically do.

To reply to an email message

  1. In the other person's mailbox, select the message that you want to reply to on behalf of your manager.
  2. Click Home (If you have opened the message, click Message), and then click Reply, Reply All or Forward.

Respond group on the ribbon

Keyboard shortcut    To reply to an email message, press Ctrl+R.

  1. On the Options tab, in the Show Fields group, click From.
  2. In the From box, type your manager's name. To select the name from a list in the Address Book, click From. If you don’t see the From button and box, click Options > From.
  3. Add recipients, a subject, and the contents of the message as you typically do.

Send an email message on behalf of a group

If you have been assigned Send As permissions for a group in your organization’s Address Book, you can send email and it will appear to be sent from that group.

  1. In Mail, click Home > New Email.

New Email command on the ribbon

Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

  1. On the Options tab, in the Show Fields group, click From.
  2. In the From box, type the name of the group on whose behalf you are sending the message.

To select the group from a list in the Address Book, click From.

  1. Add recipients, a subject, and the contents of the message as you typically do.

Save sent items in another person's Sent Items folder

When email messages and meeting requests are sent by a delegate on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder.

As an alternative, the manager can grant permissions to his or her Sent Items folder to the delegate. The delegate can then move or copy the items from his or her own Sent Items folder to the manager's Sent Items folder.

The manager should do the following:

  1. In the Folder Pane, right-click the Sent items folder.
  2. Click Properties.
  3. On the Permissions tab, click the name of the delegate.
  4. Under Permissions, in the Permission level list, click Editor (can read, create, and change items).
  5. Click OK.

If you have added the manager’s mailbox to your profile, the manager's Sent Items folder appears in the delegate's Folder Pane under Mailbox - manager.

 
 
Applies to:
Office 365 Enterprise, Office 365 Midsize Business, Office 365 Small Business, Outlook 2013