How to Delegate Access to Other Exchange Users

One of the most popular features of Microsoft Exchange (Exchange) is its ability to share folders and other content with other Exchange users. It is not only possible for Exchange users to share calendars and regular folders, it is also possible to share your entire mailbox and permissions of what one can do with your mailbox. This may be necessary when an employee is away for an extended period of time and you want another employee to take over their work email. You may also want to delegate access of one persons email to someone else if an employee is no longer with your company and you would like to make sure none of their work email goes unanswered.

Sharing an inbox (or any folder) is a two step process. It requires one person to delegate permission to another person, and the other to accept it on their end. This document will explain how to delegate permission to another so that they may access your folders once they accept it.

This process can only be used to delegate access to entire sections of your exchange account, such as your calendar, inbox or tasks. If you wish to delegate access to a specific folder or subfolder, you may find the instructions here.

1. At the top left-hand side of the screen, select the "File" button.

2. Select "Account Settings" in the "Info" section under "File" (circled in red).

3. After you select "Account Settings" a drop down list will extend. Select the option "Delegate Access" (circled in red).

4. This display will pop up. By selecting "Add..." on the top right, you can choose who you would like to be your delegate.

5. Select the email address you would like to delegate permissions to by clicking on the email in the list. Once the email you would like is highlighted, select "Add" and press "OK."

6. Now you will see the following display box. This is where you can choose what permissions the person you are delegating permissions to can have. There are many options available to you on this screen. To share your inbox, open the drop down menu beside "inbox" (circled in red). Here you can also share tasks, notes, and most commonly calendars.

7. Select the permissions you would like to grant them and press "OK."

8. Now you will see the email in the list, to add another, repeat steps four through seven. If you are done adding delegates select "OK" (circled in red).

This process only grants permission to your delegates. For the delegate to actually see the inboxes they have been given permission to see, they must accept it on their end. Here is a link to the instructions to complete this process. To accept the sharing of resources other than the inbox (calendar, contacts, tasks, notes etc.) go here.

 

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