IT Knowledge BaseGeneral TopicsFaculty/Staff Email Email Account Sharing and DelegationGrant Access & Customize Permissions to your Campus Mailbox and Folders to a Delegate

Grant Access & Customize Permissions to your Campus Mailbox and Folders to a Delegate

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.

NOTE: 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.

In the folder list find the root folder.
  1. Right-click on exchange mailbox (i.e. [email protected]).  
  2. Click Folder Permissions.

NOTE:   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.  

2. Set 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). 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.  To set the permissions on the folders that are shared, Click the drop-down > Select Permission Level.  

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.  Review default Permission Levels here.

2.1. Customize Permission Level.

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

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

Grant Permission to Email Folder

3. In the folder list find the folder to share.

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

4. Add Delegate.

Add Delegate.
  1. Select the Permissions tab.
  2. Select the delegate. Click Add > Locate the delegate from Outlook Address Book > Click on the name to highlight it > Click Add > Click OK.
  3. In the Permission Level drop-down menu, select the permissions for your delegate (i.e. Reviewer).
  4. Click Apply then OK.

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