Delegate access is used to provide another user access to open and act on behalf of or as another user or generic department account. It is most commonly used to allow a group of users to access a shared mailbox or resource. e.g. ITSS Staff and Student employees have delegated access to the department email account: itss@csuchico.edu Departments should consult with ITSS and we will work with you to configure delegate access for Office 365 (Exchange) email and calendar accounts.
Once delegate access is configured by ITSS, it is recommended that the shared account is accessed using the Outlook Web App. Once a user logs into their personal account, they can follow these steps to open the shared account in a separate browser tab:
- Left click on your profile photo or initials in the top right corner again in the new tab
- Left click "Open another mailbox..." and type the email address of the shared account you are a delegate for
Once you select the mailbox it will open in the second tab as long as you have the correct delegate permissions.
IMPORTANT: You must be using the classic version of Outlook online.
The new Outlook does not have the "Open additional mailbox..." option.
Bookmarking Delegate Mailboxes and Calendars (in OWA)
You can set up bookmarks to easily access delegate mailboxes and calendars
There are a few ways to do so:
Bookmarking the page after logging in
1.) Log in to OWA: https://outlook.com/csuchico.edu and use the above instructions to open the mailbox
2.) Once the mailbox is open, use the Star icon to bookmark the page
Creating a bookmark manually
1.) Open the "Bookmark manager" by pressing Ctrl+Shift+O,
or click the three dots located at the upper-hand corner, select "Bookmarks" and then click "Bookmark manager"
2.) In Bookmark manager, click the three dots located to the right of the search bar, then click "Add new bookmark"
3.) Name the bookmark, copy and paste this default URL: https://outlook.office.com/mail/inbox
4.) Adjust the URL to target the mailbox and folder you want to bookmark by adding the account's email address after "mail/" and changing "/inbox" to the preferred folder
in this case, the mailbox is itss@csuchico.edu and the folder is the inbox
The new bookmark will then appear as shown below
Adjusting the URL
1.) Log in to OWA: https://outlook.com/csuchico.edu
2.) Adjust the URL to target the mailbox and folder you want to open by adding the account's email address after "mail/" and changing "/inbox" to the preferred folder and then click enter
3.) You can bookmark the page once it opens
Helpful Information
The generic version of the URL is:
Email: https://outlook.office.com/mail/<email address>/<folder name>
Calendar: https://outlook.office.com/calendar/<email address>/view/<month|week|workweek|day>
The parts of the URLs in <> brackets need to be adjusted for what you’re looking for.
NOTE: You must be a full-access delegate to open the delegated mailbox or calendar.
While it is possible to open the additional mailbox in the Outlook desktop client, ITSS does not recommend this method for the following reasons:
- Messages sent or deleted using the Outlook desktop client will be stored in the delegate user's personal sent or deleted folders rather than the account they are acting on behalf of
- Users must configure Outlook desktop client on every workstation they use, and signature files must be replicated for each client
- Cached content may not be synchronized for all users since the Outlook client defaults to Cached Exchange Mode for best performance
- Since content is cached, there is a greater possibility that confidential or level 1 data exists on the local machine
- Opening additional accounts may cause Outlook client to perform sluggishly, fail to load, or crash completely
- If you absolutely must use Outlook despite the above limitations, please follow the instructions pertaining to your operating system: