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You are here Staff Email and Calendar Service (Office 365) > How-to guides > Delegate email functions to a colleague/assistant

Delegate email functions to a colleague/assistant

Do I need to delegate my email functions?

If you would like a PA or Admin to be able to reply to your emails, and meeting requests you can create what is known as a delegate. This person can receive and respond to email messages and meeting requests and responses on your behalf, without giving them access to your full account details and private information. You can also grant the delegate additional permissions to read, create, or change items in your mailbox.

What does Delegate Access do?

Delegate Access goes beyond just sharing access to your folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf.

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items.

By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

What are the delegate permission levels?

  • Reviewer: With this permission, the delegate can read items in your folders.

  • Author: With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf.

  • Editor:With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

Make someone my delegate

How to delegate your mailbox

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox.

  1. Open Outlook
  2. Click the File tab.
  3. Click Account Settings, and then click Delegate Access.
  4. Click Add.
  5. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
  6. Click Add, and then click OK.
  7. In the Delegate Permissions dialogue box, accept the default permission settings or select custom access levels for Exchange folders.
    • If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.
  8. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
  9. If you want, select the Delegate can see my private items check box.
  10. Click OK.

Change permissions for a delegate

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

Note: If you want to remove all Delegate Access permissions, don’t click Permissions but instead click Remove and skip the rest of these steps.

  1. Change the permissions for any Outlook folder that the delegate has access to.
  2. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

Note: If you want copies of meeting requests and responses that you receive to be sent to a delegate, ensure that the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

Change delegate access to private items

If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Tags group, click Private.

To grant access to your private items, do the following:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
  4. Select the Delegate can see my private items check box.

Important: You shouldn’t rely on the Private feature to prevent delegates from accessing the details of your private appointments, contacts, or tasks. To ensure that other people can’t read the items that you marked as private, don’t grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

I am a PA/Admin and I need to reply to meeting requests/emails on behalf of my boss

If your Director or Head of School would like you to reply to emails or meeting requests on their behalf, they should not share their password with you. Instead they need to set you up with delegate access as per the above instructions.