Using Delegates with Microsoft Exchange

For Microsoft Exchange 2013 and Microsoft Exchange 2019

With the Delegate function, you have the following advantages over sharing folders:

  • Only rights for the special folders are assigned.

  • Individual items can be marked as private.

Additional Information

  • To use this function, you have to create the Exchange accounts in the same contract.

  • Only the predefined folders can be shared.

Requirements

  • You are using Microsoft Outlook 2013 with Microsoft Exchange 2013 or Microsoft Exchange 2019.

      - or -

  • You are using Microsoft Outlook 2019 with Microsoft Exchange 2013 or Microsoft Exchange 2019.

Settings for the Account Granting Delegate Access

  • Open Microsoft Outlook.
  • Click File in the upper-left corner.
    • Click Account Settings, and in the menu that appears, select Delegate Access.

  • Continue by clicking the Add button.

  • Select the email address of the future delegate from your address book or enter it directly. Then, click OK.

  • Set the permissions according to your needs and click OK.

  • In the Delegate Permissions window, click OK.
  • Now set the permissions for the higher-level mailbox folder. To do this, right-click the mailbox name and select Folder Permissions.

    Permissions can be set for the following functions:

    • Calendar

    • Tasks

    • Inbox

    • Contacts

    • Notes

    The following authorisations can be assigned:

    • None

    • Reviewer (reads elements)

    • Author (read and create elements)

    • Editors (read, create, and change elements)

    • Owner

Please Note

In order to ensure that the delegate can access all of the right folders, it is important that the main folder is "visible" to the delegate.

Additional information can be found here: https://support.microsoft.com/en-us/office/manage-another-person-s-mail-and-calendar-items-afb79d6b-2967-43b9-a944-a6b953190af5?ui=en-US&rs=en-US&ad=US

  • Finally, click OK in the last window.

Settings for the Delegate

  • Open Microsoft Outlook.
  • Select File > Account Settings > Account Settings... Then, select the Exchange Account and click Change.

  • Choose More Settings.

  • Click the Advanced tab and click Add. Then use Add Mailbox field to enter the shared account you want to display in Outlook.

  • Confirm the two remaining open windows with OK.