Accessing Delegate Accounts

Quick Links: | Overview | Outlook on the Web (Preferred) | Outlook on Windows | Outlook on Mac |

Overview

Delegate access allows a user to open and manage another person’s mailbox or a shared department mailbox.

This is typically used for department assistants, student employees, or team members needing access to shared email accounts. If you're unable to see folders after setup, it's likely due to missing permissions. Contact the mailbox owner to confirm your delegate access.

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

Outlook on the Web (Preferred)

Important Note: Using Outlook on the Web is the preferred method for accessing delegate or shared email accounts.
 
It is the most reliable option, requires no configuration, and works across all platforms. Other methods may cause issues with locating or managing email. 

1. Sign in to your Chico State email account at outlook.com/csuchico.edu.
2. Click your profile icon in the top-right corner. 
3. Select Open another mailbox. 
   
    
4. Enter the email address of the mailbox you need, then click Open. 
5. The mailbox should open in a new tab, and you should see all emails and folders associated with that account. 
   • You can bookmark the mailbox for easy access to the account. See the Managing Browser Bookmarks article on how to manage, edit, or delete bookmarks.

If you get a notice that says "Something went wrong." and "emsg: ErrorPermissionDenied" at the bottom, talk with the manager of the email account or submit a ticket to IT Support Services: Report an issue or problem with campus email 

 

Outlook Desktop App for Windows

Note that Windows offers both Outlook (classic) and Outlook (new). What version of Outlook do I have?

While you can use both versions of Outlook to access a shared account, note that it requires additional configurations and may cause issues locating or managing emails. 

Outlook (classic)

1. With Outlook (classic) 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

5. Click the Add button and enter the email address of the mailbox you wish to add, then click OK.
6. Make sure the correct name is selected in the Check Name window and click OK.
7. 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.

Outlook (new)

1. With Outlook (new) open, open your Settings from the top-right corner.
2. In Settings, navigate to Accounts, then Shared with me. 
   
    
3. Click + Add and enter the name or email address of the inbox you want to open.
4. Click Continue. Outlook will verify that you have permission to access the account. 
5. You will be prompted to Restart Outlook before you can see the account. 
   
    

Outlook Desktop App for Mac

While you can use the Outlook Desktop app to access a shared account, note that it may cause issues locating or managing emails. 

1. With Outlook for Mac open, click File, then Open.
2. Select Shared mailbox... from the menu. 
   
    
3. Enter the name or email address of the inbox you want to open.
4. Select it from the list and click Add. Outlook will verify that you have permission to access the account.

 Still need help? Contact IT Support Services for further assistance.
  
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