Accessing Delegate Accounts

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Purpose

Delegate access is used to provide another user access to open and act on behalf of or as another user or department account. It is most commonly used to allow a group of users to access a shared mailbox or resource. If you can not access the folders, you may not have the permissions to view them. The manager of the email box that you added can give you permission for that mailbox.

If you are a Delegate Account Manager trying to Add or Remove users, please see our article for Managing Groups in Active Directory.

Windows

  1. With Outlook open, go to the File menu and click on Account Settings.
  2. Select Account Settings from the dropdown menu
  3. Make sure that your Exchange Account is highlighted in the list of account names under the E-mail tab, then click Change.
  4. Next, click on the More Settings button and then go to the Advanced tab.
    • Please take note of the settings below as they are suggested for adding delegate accounts:
      • 'Use Cached Exchange Mode' ON 
      • 'Download shared folder' OFF
      • 'Download Public Folder Favorites' OFF

  1. Click the Add button and enter the email address of the mailbox you wish to add, then click OK.
  2. Make sure the correct name is selected in the Check Name window and click OK.
  3. Click Apply' and OK, then click Close on all remaining pop-up windows
    • You should be able to see the new mailbox on the side menu.
    • Note: To modify the default delegate behavior of sent and deleted items, please view our Outlook Delegate Tweak article.
       

macOS

  1. With Outlook for Mac open, click on the Tools menu at the top of the screen, then choose Accounts.
  2. In the Accounts menu, select Delegation and Sharing
  3. Switch to the Shared with Me" tab and click the Plus (+) in the bottom left
  4. Type in the email address of the delegate account you're trying to view, then click Add
  5. Once you click Done you should be able to see the inbox appear.


     

Outlook on the Web

  1. Ensure you are signed into your campus account via https://outlook.office.com
  2. Click on your profile photo or initials in the top right corner
  3. Left click Open another mailbox and type the email address of the account you are a delegate for
    • This will open the delegate account in a separate tab in your preferred browser
    • The additional tab can be bookmarked for easy access to the delegate account.
      Note: Please refer to the Managing Browser Bookmarks article on how to manage, edit, or delete bookmarks


 

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Delegate (Shared) Sent Items and Deleted Items Adjustment
When you send a message as another account, user, or on behalf of the user, the sent message isn't saved to the Sent Items folder of the shared mailbox. Instead, it's saved to the Sent Items folder of your mailbox.
Managing Groups in Active Directory
This article covers the steps for adding and removing users using the Active Directory Users and Computers app.