Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Outlook 2007 to allow another person, known as a delegate, to receive and respond to meeting requests or responses and to send e‐mail messages on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your Exchange mailbox. Delegate Access is most commonly used between a manager and his or her assistant, where the assistant (delegate) is responsible for processing the manager’s incoming meeting requests or e‐mail messages and coordinating the manager’s schedule. When a delegate has Send on Behalf permissions, the delegate can compose an e‐mail message and enter the manager’s name in the From box. Recipients of the e‐mail message will see the text Delegate Name on behalf of Manager Name next to From.

What’s the difference between delegate access and sharing?

The most important difference between delegates and sharing has to do with the Editor Delegate type.

Delegate access to your Calendar
If you make someone an Editor Delegate, you can make that person receive meeting-related emails sent to you. When someone invites you to a meeting, both you and the delegate receive the email invite. Your delegate can then accept or decline the meeting on your behalf.

Sharing your Calendar

If you simply ”share” your Calendar with someone (even if you make that person an Editor), he or she will not receive meeting-related emails sent to you. Depending on the permissions you give them, you can allow that person to create meetings on your behalf and make other changes to your Calendar, but you are responsible for accepting and declining your own meeting requests.

Turn on Delegate Access
On the Menu Bar select Tools, Options:

The following Window will open:

Select the Delegates tab:

Click on add button and select a person from the Global Address List. (Note: the delegate must be a person in the Global
Address List. It cannot be a person in your Contacts List who is not listed in the HSC’s address book.)
Select the Add button and then the OK button.

The Delegates Permissions dialog box will open. You can accept the default permissions or select custom access levels for the delegate.

Default Configuration

For example, to allow your delegate to manage your email, select the following permissions:

To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. If you want, select the Delegate can see my private items check box. IMPORTANT Delegate can see my private items check box is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder. Select OK. Your delegate now has access to your email box.

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