Outlook: Setting Delegates (versions 2003, 2007, 2010, and 2013) | Information Technology | University of Pittsburgh

Outlook: Setting Delegates (versions 2003, 2007, 2010, and 2013)


An Exchange mailbox owner can give management permissions to personal Exchange resources to another individual who is known as a delegate.  The delegate can view, create, and accept calendar appointments on behalf of the owner of the calendar or read and send mail on behalf of the owner of the mailbox. This document applies to all versions of Microsoft Outlook:  2003, 2007, 2010, and 2013.

Office 2003 & 2007

1.  Open Outlook.  On the menu bar, choose Tools and then Options. 


2.  Select the Delegates tab. Proceed to step 3 below.

Office 2010 & 2013

1.  Open Outlook and click on the File tab.
2.  Click Account Settings then select Delegate Access.

3.  Click on Add to select a user from the Global Address book.  Only another Enterprise Exchange user can be designated as a delegate.

Note: If you had assigned delegates for your previous departmental Exchange address, these delegates may appear in Enterprise Exchange as a string of characters made up of the numbers 0 through 9 and the letters A through F.  If this occurs, simply delete these character strings and update your delegates by completing the instructions that follow.

4.  Once the delegate is selected, the permissions are set.  In most cases, the delegate should be given Editor level permissions.  Editors can read, create, and modify items, such as calendar appointments and email messages.  The option to automatically send a message to the delegate should be selected to notify the delegate of the action.

5.  After permissions are set on all items (calendars, tasks, etc.) for which the delegate is responsible, click OK.
6.  It is possible to have all meeting requests and responses sent only to the delegate.  On the Options window, click the checkbox next to the item to send all requests and responses to the delegate if only the delegate should receive meeting requests and responses.  Click OK to save the changes.