Customize Permissions & Grant Delegate Access to Your Campus Mailbox and Folders

This article covers how to give a delegate access to your (the manager) campus mailbox and folders. When a delegate needs regular access to the manager's mailbox and would like the mailbox to appear in their mailbox folder list, you (the manager) must grant the delegate account access to your (the manager's) mailbox by setting permissions. The delegate will only see the folders and features you (the manager) grants access to in Delegate Settings.

You (the manager) must use a desktop version of Microsoft Outlook in order to add or remove delegates.

Grant Permission to Exchange Mailbox

1. In the folder list find the root folder. Then, right-click on the folder and select Folder Permissions.

The initial permission provided on the Inbox when Granting Delegate Access to a Campus Outlook Account only allows the delegate to add the manager's account to the delegate's account. This does not allow viewing of any of the manager folders. To allow the delegate to have access to the manager's shared folders (Inbox or other shared folders), permissions must be set at the root folder on the exchange mailbox (i.e. [email protected]). Subfolders are only shared if permissions are st with thee delegate.

Root folder menu
  1. Right-click on exchange mailbox (i.e. [email protected]).  
  2. Click Folder Permissions.

2. Set Permissions.

Remember—permissions set when a delegate is added during Granting Delegation Access for a Campus Outlook Account, only allows the delegate to add the manager's account to the delegate's account. This does not allow viewing of any of the manager folders. 

NOTE:  Select the default Permission Level you want your delegate to have on your items in your folder or subfolders. If the default permission settings do not fit your need, customize the permissions by selecting the appropriate check boxes and options under Permissions.

Set Permissions.
  1. Select the Permissions tab.
  2. Select the delegate.  
  3. In the Permission Level drop-down menu, select the permissions for your delegate (i.e. Reviewer).

2.1. To customize the Permission Level, place a check next to Create items, which will change the permission level to Custom. Click Apply. Then, click OK.

Customize Permission Level.
  1. Add a check next to Create Items.  
  2. The permission level for this user is changed to Custom.
  3. Click Apply.
  4. Click OK.

3. Let your delegate know they can access the email folders that have been shared with them.

Grant Permission to Email Folder

1. Right-click on the the folder you want to share. Then, select Properties.

In the folder list find the folder to share.
  1. Right-click on the folder you want to share.
  2. Click Properties....

2. Add Delegate.

Add Delegate.
  1. Select the Permissions tab.
  2. If the delegate is already on the delegates list, click on their name. Or, if the delegate is not already on the list, click Add to open the Outlook Address Book. Double-click on their name to enter into the Add field, then click OK.
  3. In the Permission Level drop-down menu, select the permissions for your delegate (i.e. Reviewer).
  4. Click Apply.
  5. Click OK.

3. Now you can let your delegate know they can access the email folders that have been shared with them.

Need More Help?

Contact the IT HelpDesk at [email protected] or 657-278-7777.