{"id":1835,"date":"2022-10-18T10:49:35","date_gmt":"2022-10-18T14:49:35","guid":{"rendered":"https:\/\/carleton.ca\/its\/help-centre\/?page_id=1835"},"modified":"2025-09-19T14:53:54","modified_gmt":"2025-09-19T18:53:54","slug":"manage-email-calendar-access","status":"publish","type":"page","link":"https:\/\/carleton.ca\/its\/help-centre\/manage-email-calendar-access\/","title":{"rendered":"Manage Another Person&#8217;s Email and Calendar Items"},"content":{"rendered":"<p>There are two ways to work with another person&#8217;s Outlook folders \u2014 sharing folders and entrusting someone to act on your behalf (delegate).<\/p>\n<ol>\n<li><b class=\"ocpLegacyBold\">Folder sharing<\/b> lets other people access to specific folder(s). However, it does not include permissions for them to act on your behalf. For example, a person who can access your folders can\u2019t reply to email messages or respond to meeting requests for you.<\/li>\n<li>Using\u00a0<b class=\"ocpLegacyBold\">Delegate Access\u00a0<\/b>, 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&#8217;s\u00a0<b class=\"ocpUI\">Inbox<\/b>\u00a0and send email on behalf his or her behalf.<\/li>\n<\/ol>\n<p><\/p>\n<p>Full detail on how to manage your inbox access are found <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/manage-another-person-s-mail-and-calendar-items-afb79d6b-2967-43b9-a944-a6b953190af5\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a><\/p>\n<h4><b class=\"ocpLegacyBold\">Folder sharing &#8211; How to Share Specific Folders in Outlook<\/b><\/h4>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-user-granting-access-steps\" aria-expanded=\"false\" aria-controls=\"slideme-user-granting-access-steps\" class=\"slideme__heading slideme__trigger\">User Granting Access Steps<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-user-granting-access-steps\" aria-hidden=\"true\"><p><\/p>\n<ol>\n<li><strong>Open Outlook Desktop App<\/strong><\/li>\n<li><strong>Grant Access to Mailbox Root <\/strong>(is displayed as MC1username@cunet&#8230;)\n<ul>\n<li>Right-click on the root &gt; Folder Permissions &gt; Permissions tab<\/li>\n<li>Click <strong>Add<\/strong> \u2192 Select the person<\/li>\n<li>Under the <strong>&#8216;Other&#8217;<\/strong> heading check\u00a0<strong>&#8216;Folder visible&#8217;<\/strong> and click <strong>OK<\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>Navigate to the Folder You Want to Share<\/strong>\n<ul>\n<li>This could be your <strong>Inbox<\/strong>, <strong>Sent Items<\/strong>, or any <strong>custom folder<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Right-Click the Folder<\/strong>\n<ul>\n<li>Select <strong>\u201cProperties\u201d<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Click \u201cPermissions\u201d Tab<\/strong>\n<ul>\n<li>You\u2019ll see a list of users who currently have access.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Click \u201cAdd\u2026\u201d<\/strong>\n<ul>\n<li>Search for the person you want to share the folder with.<\/li>\n<li>Select their name and click <strong>Add &gt; OK<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Set Permission Level<\/strong>\n<ul>\n<li>Choose from:\n<ul>\n<li><strong>Reviewer<\/strong> \u2013 Can read items.<\/li>\n<li><strong>Author<\/strong> \u2013 Can read and create items.<\/li>\n<li><strong>Editor<\/strong> \u2013 Can read, create, and modify items.<\/li>\n<\/ul>\n<\/li>\n<li>Click <strong>OK<\/strong> to save.<\/li>\n<\/ul>\n<\/li>\n<li><strong>(Optional) Grant Access to Mailbox Root<\/strong>\n<ul>\n<li>If the folder is nested, you may also need to grant <strong>Folder Visible<\/strong> permission on the mailbox root so the user can navigate to the shared folder.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<h3>Note<\/h3>\n<ul>\n<li>This method <strong>does not grant delegate access<\/strong> (e.g., send on behalf). It only allows access to the folder\u2019s contents.<\/li>\n<li>The recipient will see the shared folder under their mailbox list once permissions are applied.<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-user-getting-access-steps\" aria-expanded=\"false\" aria-controls=\"slideme-user-getting-access-steps\" class=\"slideme__heading slideme__trigger\">User Getting Access Steps<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-user-getting-access-steps\" aria-hidden=\"true\"><p><\/p>\n<ol>\n<li>Open Outlook \u2192 Go to <strong>File &gt; Account Settings &gt; Account Settings\u00a0<\/strong><\/li>\n<li>Double click the account with your name (in this example it would be MC1username@cunet\u2026)<\/li>\n<li>Select <strong>More settings &gt; Advanced tab<\/strong><\/li>\n<li>Click Add, type in the email address of the person sharing their accounts with you: &#77;&#x43;&#x31;u&#115;&#x65;&#x72;n&#97;&#x6d;e&#64;&#x63;&#x75;n&#101;&#x74;&#46;&#99;&#x61;&#x72;l&#101;&#x74;&#x6f;&#110;&#x2e;&#x63;a click <strong>OK<\/strong> and <strong>OK<\/strong> again.<\/li>\n<li>click <strong>next<\/strong> &gt; <strong>done<\/strong> &gt; <strong>Close<\/strong> &amp; restart Outlook and you should see what was shared.<\/li>\n<\/ol>\n<p><\/p><\/dd><dl><\/div>\n<h4><b class=\"ocpLegacyBold\">Delegate Access<\/b><\/h4>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-make-someone-a-delegate\" aria-expanded=\"false\" aria-controls=\"slideme-make-someone-a-delegate\" class=\"slideme__heading slideme__trigger\">Make Someone a Delegate<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-make-someone-a-delegate\" aria-hidden=\"true\"><p><\/p>\n<p class=\"\">A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn\u2019t granted permission to read other messages in your\u00a0<b class=\"ocpUI\">Inbox<\/b>.<\/p>\n<h4><strong> Outlook Desktop App<\/strong><\/h4>\n<ol>\n<li>Open Outlook \u2192 Go to <strong>File &gt; Account Settings &gt; Delegate Access<\/strong><\/li>\n<li>Click <strong>Add<\/strong> \u2192 Select the person<\/li>\n<li>Choose permissions for Inbox, Calendar, Tasks, etc.<\/li>\n<li>Optionally enable <strong>Send on Behalf<\/strong><\/li>\n<\/ol>\n<div class=\"ocpAlert\">\n<p class=\"ocpAlertSection\"><b class=\"ocpNote\">Notes:<\/b><\/p>\n<ul class=\"ocpAlertSectionListContainer\">\n<li>Messages sent with Send on Behalf permissions include both the delegate\u2019s and your names next to\u00a0<b class=\"ocpUI\">From<\/b>. When a message is sent with Send As permissions, only the your name appears.<\/li>\n<li>\n<p class=\"\">Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile. For instructions, see\u00a0<a class=\"ocpArticleLink\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/manage-another-person-s-mail-and-calendar-items-afb79d6b-2967-43b9-a944-a6b953190af5\">Manage another person\u2019s mail and calendar items<\/a>.<\/p>\n<\/li>\n<\/ul>\n<\/div>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-access-another-persons-email-calendar\" aria-expanded=\"false\" aria-controls=\"slideme-access-another-persons-email-calendar\" class=\"slideme__heading slideme__trigger\">Access another Person's Email\/Calendar<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-access-another-persons-email-calendar\" aria-hidden=\"true\"><p><\/p>\n<p>Once access has been granted<\/p>\n<ol>\n<li>Open Outlook \u2192 Go to <strong>File &gt; Account Settings &gt; Account Settings\u00a0<\/strong><\/li>\n<li>Double click the account with your name (in this example it would be MC1username@cunet\u2026)<\/li>\n<li>Select <strong>More settings &gt; Advanced tab<\/strong><\/li>\n<li>Click Add, type in the email address of the person sharing their accounts with you: &#77;&#x43;&#49;&#x75;&#115;&#x65;&#114;&#x6e;a&#x6d;e&#x40;c&#x75;n&#101;&#x74;&#46;&#x63;&#97;&#x72;&#108;&#x65;&#116;&#x6f;n&#x2e;c&#x61; click <strong>OK<\/strong> and <strong>OK<\/strong> again.<\/li>\n<li>click <strong>next<\/strong> &gt; <strong>done<\/strong> &gt; <strong>Close<\/strong> &amp; restart Outlook and you should see what was shared.<\/li>\n<\/ol>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-delegate-permission-levels\" aria-expanded=\"false\" aria-controls=\"slideme-delegate-permission-levels\" class=\"slideme__heading slideme__trigger\">Delegate Permission Levels<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-delegate-permission-levels\" aria-hidden=\"true\"><p><\/p>\n<ul>\n<li>\n<p class=\"\"><b class=\"ocpRunInHead\">Reviewer<\/b>\u00a0\u00a0\u00a0\u00a0 With this permission, the delegate can read items in your folders.<\/p>\n<\/li>\n<li><b class=\"ocpRunInHead\">Author<\/b>\u00a0\u00a0\u00a0\u00a0 With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your\u00a0<b class=\"ocpUI\">Task<\/b>\u00a0or\u00a0<b class=\"ocpUI\">Calendar<\/b>\u00a0folder and then send the item on your behalf.<\/li>\n<li>\n<p class=\"\"><b class=\"ocpRunInHead\">Editor<\/b>\u00a0\u00a0\u00a0\u00a0 With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.<\/p>\n<\/li>\n<\/ul>\n<p><\/p><\/dd><dl><\/div>\n<div class=\"slideme\"><dl class=\"slideme__list\"><dt class=\"slideme__term\"><a href=\"#slideme-change-permissions-for-a-delegate\" aria-expanded=\"false\" aria-controls=\"slideme-change-permissions-for-a-delegate\" class=\"slideme__heading slideme__trigger\">Change Permissions for a Delegate<\/a><\/dt><dd class=\"slideme__description\" id=\"slideme-change-permissions-for-a-delegate\" aria-hidden=\"true\"><p><\/p>\n<ol type=\"1\">\n<li>\n<p class=\"\">Open Outlook \u2192 Go to <strong>File &gt; Account Settings &gt; Delegate Access<\/strong><\/p>\n<\/li>\n<li>Click the name of the delegate for whom you want to change permissions, and then click\u00a0<b class=\"ocpUI\">Permissions<\/b>.\n<div class=\"ocpAlert\">\n<p class=\"ocpAlertSection\"><b class=\"ocpNote\">Note:<\/b>\u00a0If you want to remove all Delegate Access permissions, don\u2019t click\u00a0<b class=\"ocpUI\">Permissions<\/b>\u00a0but instead click\u00a0<b class=\"ocpUI\">Remove<\/b>\u00a0and skip the rest of these steps.<\/p>\n<\/div>\n<\/li>\n<li>Change the permissions for any Outlook folder that the delegate has access to.<\/li>\n<li>To send a message to notify the delegate of the changed permissions, select the\u00a0<b class=\"ocpUI\">Automatically send a message to delegate summarizing these permissions<\/b>\u00a0check box.<\/li>\n<\/ol>\n<div class=\"ocpAlert\">\n<p class=\"ocpAlertSection\"><b class=\"ocpNote\">Note:<\/b>\u00a0If you want copies of meeting requests and responses that you receive to be sent to a delegate, ensure that the delegate is assigned\u00a0<b class=\"ocpUI\">Editor (can read, create, and modify items)<\/b>\u00a0permission to your\u00a0<b class=\"ocpUI\">Calendar<\/b>\u00a0folder, and then select the\u00a0<b class=\"ocpUI\">Delegate receives copies of meeting-related messages sent to me<\/b>\u00a0check box.<\/p>\n<\/div>\n<p><\/p><\/dd><dl><\/div>\n","protected":false},"excerpt":{"rendered":"<p>There are two ways to work with another person&#8217;s Outlook folders \u2014 sharing folders and entrusting someone to act on your behalf (delegate). Folder sharing lets other people access to specific folder(s). However, it does not include permissions for them to act on your behalf. For example, a person who can access your folders can\u2019t [&hellip;]<\/p>\n","protected":false},"author":14,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","_mi_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":"","_links_to":"","_links_to_target":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Manage Another Person&#039;s Email and Calendar Items - Help Centre<\/title>\n<meta name=\"description\" content=\"There are two ways to work with another person&#039;s Outlook folders \u2014 sharing folders and entrusting someone to act on your behalf (delegate). 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