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Target audience: Staff

Outlook: delegate e-mail and calendar

In this manual you can read how to delegate tasks in Outlook, for example your e-mail and calendar.

This is explained using the example of a manager who want to delegate access to his assistant. There are two points of view in this example:

A) the one giving the access (the manager in this example)

B) the one receiving the access (the assistant in this example)

Both situations are explained separately below.


  • Part A start here-

    The person giving access: ‘the manager’.

  • Step 1

    • Start the desktop version of Outlook.

  • Step 2

    Click “File”, choose “Account Settings” and pick “Delegate Access”.

  • Step 3

    Click “Add…”.

  • Step 4

    The Outlook addressbook will be opened.

    • Search the person you want to delegate access to.
    • Double click the name of this person.
    • Click “OK”.

  • Step 5

    Choose the permissions you want to assign to this person. In this example we share the Calendar and Inbox.

    When “Automatically send a message to delegate summarizing these permissions” is checked, the other person will receive a mail with information of the assigned permissions. 

    Click “OK”.

  • Step 6

    The delegate should be listed. Click “OK”.

  • Step 7

    To share your mailbox, an extra permission needs to be set.

    Go back to your mailbox:

    • Right click your mailaddress at the top of the navigation bar.
    • Click “Folder Permissions”.

  • Step 8

    Click “Add…”.

  • Step 9

    • Again look up the person you added to your delegates.
    • Double click the name of this person.
    • Click “OK”.

  • Step 10

    Select the permission you want to give in the dropdown menu.

  • Step 11

    You can modify the specific permissions for this person.

    Click “OK” when you are done.

  • Important: Each folder under the “Inbox” folder must be shared separately. If someone gets access to your “Inbox” folder, they don’t get access to the sub folders automatically.

  • Part B start here –

    The person receiving access ‘the assistant’.

  • Step 12

    • Start the desktop version of Outlook.

  • Step 13

    Click “File” > “Account Settings” > “Account Settings…”.

  • Step 14

    Click your account (Solis-id or email-address) and click “Change…”.

  • Step 15

    Click “More Settings…”

  • Step 16

    Open the tab “Advanced” and click “Add…”.

  • Step 17

    Enter the name or emailaddress of the person you want to add (‘the manager’) and click “OK”.

  • Step 18

    If multiple results are found, pick the one you want to add and click “OK”.

  • Step 19

    The person should now show up in the list of “additional mailboxes”. Click “OK”.

  • Step 20

    Click “Next” and then “Finish”.

  • Step 21

    The mailbox should now be listed in the folder pane of Outlook. You can also send emails on behalf of this person.

Last modified: 23/08/2023

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