The University of Texas at Austin

Austin Exchange Messaging Service

Assigning Delegate Permissions (Windows)

You must use Microsoft Outlook to grant delegate permissions in Windows. Only use delegation if you need another person to be able to send emails, meeting requests, and meeting acceptances for you.

  • Operating System: Microsoft Windows

  • Application: Microsoft Outlook 2007 / 2010

You can give other Austin Exchange Messaging Service (AEMS) users permission to access certain features of your AEMS account, such as:

  • Viewing and/or making appointments on your calendar.

  • Looking at and updating tasks.

  • Reading mail in your inbox and sending mail on your behalf.

  • Accessing and adding to your contacts list.

  • Reading notes.

  • Viewing your journal.

If you have access to another's account and act on their behalf, you are known as a delegate. If the other person does not need to be a delegate, you can share AEMS information with them.

Assigning Delegate Permissions to Another Person

  1. Open Outlook.

  2. From the File tab (Tools in 2007), select Account Settings, and select the Delegate Access from the pull-down menu.

  3. Click the Add button, then select the users you want to give delegate permissions to.

  4. In the Delegate Permissions dialog, you can assign permissions for various features to the delegated users you selected in the previous step. You can select from the following levels of permissions for each item:

    • None

    • Reviewer (can read items)

    • Author (can read and create items)

    • Editor (can read, create, and modify items)

  5. To send a message to the new delegates informing them of their new permissions, select the Automatically send a message to delegate summarizing these permissions option.

  6. Select the Delegate can see my private items option if you wish to give your delegate this ability.

  7. Click the OK button twice.

For every feature that you have given a delegate permissions for (tasks, calendar, journal, etc.), follow these instructions. If you gave permission for multiple features, you will need to complete these instructions for each feature.

  1. In the Outlook Mail window, right-click on Mailbox - username (where username is your Premium user name) at the top of the Folder List and select Properties for "Mailbox - username".

    Note: If you are following these instructions to give permissions for another feature, select Folder List from the Go menu, then select the feature from the Folder List and select Properties.

  2. Select the Permissions tab.

  3. Click the Add button and choose your delegate's name from the list.

  4. Highlight the delegate's name. In the Role section, select the appropriate role for your delegate.

  5. Click the OK button.

For more information on Microsoft Outlook, visit Microsoft's website.

Last updated August 9, 2012 @ 4:57 pm

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