Setup Delegate Access for Windows using Outlook 2016. Delegate access is granted to individuals who will manage certain aspects of Microsoft Outlook for another person.

Below are the guides on how to give delegate access to a specific folder. 

If you require full mailbox access, please fill out the Full Mailbox Access Form and email it to help@its.uq.edu.au

Open the Delegate Access menu

  • Click the 'File' tab
  • Click 'Account Settings'
  • Click 'Delegate Access'

Delegate permissions

 

  • Click 'Add' and select the user(s) to whom you wish to delegate permissions from the Global Address List (GAL)

  • Select the level of access you wish to delegate to your Inbox and/or other mailbox elements
  • Tick 'Automatically send a message to delegate summarizing these permissions
  • Click 'OK'

Share the mailbox folder

Delegated permission to the Inbox folder will only allow a user to open the shared Inbox via File > Open & Export > Other User's Folder. To allow the user's folder to be viewable in the Navigation pane on the left, you have to also manually share the account root of the user who is giving the delegate permission:

  • Right-click on the 'Mailbox Name/Address' for the account that is delegating the permission (usually this account will be at the very top of the Navigation pane)
  • Click 'Data File Properties...'
  • Click 'Permissions'
  • Click 'Add' and locate the user who needs to view the mailbox in the GAL
  • Using the 'Permission Level' menu, set the level of user access required, then click 'OK'.

Opening a shared mailbox

Once you have been granted delegated permissions to another user's folder, the process for adding that mailbox folder to your own Outlook is as follows:

  • Click the 'File' tab
  • Click 'Account Settings'
  • Click 'Account Settings...'

  • Make sure your default account is selected
  • Click 'Change'

  • Click 'More Settings...'

  • Click the 'Advanced' tab.
  • Click the 'Add' button, which will open a small window where you can enter the username of the mailbox you wish to add. Once entered, click 'OK' to close all of the windows you have opened so far. The new mailbox will be visible on the left of your mail Outlook mail screen.