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How to delegate your outlook account to someone

There are two ways to work with another person’s Outlook folders — sharing folders and entrusting someone to act on your behalf.

Note: A Microsoft 365 for business or other Exchange-based account is required. For more information, see What is a Microsoft Exchange Server account?.

Folder sharing lets other people access one or more folders. However, it does not include permissions for them to act on your behalf. For example, a person who can access your folders can’t reply to email messages or respond to meeting requests for you.

Using Delegate Access , you can give someone permission to act on your behalf. For example, you might have an assistant that you want to create and respond to meeting requests for you. Some assistants might also monitor a manager’s Inbox and send email on behalf his or her behalf.

Note: The procedures in this article assume you have granted someone Delegate Access permissions. For more information about delegate access, see Allow someone else to manage your mail and calendar.

In this article

Add another person’s mailbox to your profile

If you frequently work with someone else’sExchange 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 you open Outlook. The other mailbox appears in the Folder Pane beneath 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.

Instructions for granting Folder visible permission

As the manager, do the following in Outlook:

Right-click the root folder of the Exchange mailbox, and click Folder Permissions.

Click the name of the delegate.

Under Permissions, under Other, select the Folder visible check box.

As the delegate, do the following in Outlook:

Click File > Account Settings > Account Settings.

How to delegate your outlook account to someone

On the Email tab in the list, click the Exchange account type, click Change, and then click More Settings.

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

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.

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.

In the Folder type list, click the folder that you want to open.

Send or respond to meeting requests on behalf of another person

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

Click File > Account Settings > Delegate Access.

Click Add, then type or select, the delegate’s name, and then click Add.

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

Open the other person’s Inbox if his or her meeting requests are not sent to you directly.

Open the meeting request.

Click Accept, Tentative, or Decline.

To send a meeting request

Open the other person’s calendar.

On the Home tab, in the New group, click New Meeting.

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

In Mail, click Home > New Email.

On the Options tab, in the Show Fields group, click From.

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.

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

To reply to an email message

In the other person’s mailbox, select the message that you want to reply to on behalf of your manager.

Click Home (If you have opened the message, click Message), and then click Reply, Reply All or Forward.

On the Options tab, in the Show Fields group, click From.

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.

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.

In Mail, click Home > New Email.

On the Options tab, in the Show Fields group, click From.

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.

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:

In the Folder Pane, right-click the Sent items folder.

On the Permissions tab, click the name of the delegate.

Under Permissions, in the Permission level list, click Editor (can read, create, and change items).

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.

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How to allow others to send emails on behalf of yourself in Outlook?

Let’s say you are scheduling for a holiday in next week, and you need your assistant to deal with some emergent emails on your behalf, but how could you delegate the permission? This tutorial will guide you to allow other exchange users to send emails on behalf of yourself step by step.

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Allow others to send emails on behalf of yourself with Delegate Access feature

To delegate the permission and allow other exchange users to send emails on your behalf in Outlook, please do as follows:

1. Click File > Account Settings > Delegate Access.

2. In the opening Delegates dialog box, please click the Add button. See screenshot:

How to delegate your outlook account to someone

3. In the popping out Add Users dialog box, please add the exchange users who you will allow to send emails on your behalf to the Add box, and click the OK button. See screenshot:

How to delegate your outlook account to someone

4. In the opening Delegate Permissions dialog box, please select Author (can read and create items) from the Inbox drop down list, select None from other drop down lists, and click the OK button. See screenshot:

How to delegate your outlook account to someone

5. Click the OK button in the Delegates dialog box.

So far you have delegated the permission to the specified exchange user to send emails on your behalf.

Allow others to send emails on behalf of yourself with Folder Permissions feature

You can also allow other exchange users to send emails on your behalf with the Folder Permission feature in Outlook. Please do as follows:

1. In the Mail view, select the folder where you will allow other exchange users send emails, and click Folder > Folder Permissions. See screenshot:

2. In the opening Properties dialog box, please click the Add button.

How to delegate your outlook account to someone

3. In the Add Users dialog box, please add the exchange users who you will allow to send emails on your behalf in the Add box, and click the OK button. See screenshot:

How to delegate your outlook account to someone

4. Now you return to the Properties dialog box, please (1) check the None option in both Read and Delete Items section, (2) check the Create Items option in the Write section, (3) check noting in the Other section, and (4) click the OK button. See screenshot:

How to delegate your outlook account to someone

So far, you have allowed the specified exchange users to send emails on behalf of yourself in Outlook.

Synopsis

Applicable to

Prerequisite

A Sherweb hosted Exchange account

How to

Important: You need to have full access rights on the mailbox you wish to add to your profile. To know how to get full access permissions, read: How to give a user full access to another user’s mailbox.

2. Click on File.

3. Under the Info header, click on the Account Settings button and then on the Account Settings in the list.

4. In the E-mail tab, make sure your account is selected, then click on Change.

5. Click the More Settings button.

6. Click on the Advanced tab and then click on Add.

7. Enter the email address of the delegated mailbox in the Add mailbox field. Then click on OK.

8. Click on Apply and then on OK. Outlook will now be busy accessing the other mailbox’s data, so this may take a while.

9. Back in the Change Account window, click on Next and then on Finish.

10. Close the Account Settings window. You should now see both mailboxes in your Outlook profile.

If you need further assistance, please do not hesitate to contact us.