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Sharing access to your Outlook emails

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You can grant other people permissions for each of your Outlook folders, including Inbox, Calendar, Tasks, Contacts, and Notes.

Delegate access in Outlook

If you give someone delegate permissions, they will have:

  • Access to your folders.
  • Permission to send email messages on your behalf.

For example, if you give someone delegate permissions for your Inbox, they can reply to your email messages on your behalf. Any messages they send from your mailbox will have your name in the "Sent on behalf of:" box and the delegate's name in the "From:" box.

How to give another user delegate access

  1. Click on the File tab > Info.
  2. Click on the account settings button and choose delegate access from the menu.
  3. Click on the Add…button to display the Global Address List.
  4. Locate the person you want to share with and click OK.
  5. From the Delegates Permissions window, select the access permissions required for each Outlook item (Inbox, Calendar).

Access permission levels

You can select one of four permission levels:

None: The delegate will have no access to this folder.

Reviewer: The delegate can read items.

Author: The delegate can read and create items.

Editor: The delegate can read, create, and modify items.

Private items

Delegates cannot see any messages or appointments marked as private unless you permit them. To allow a delegate to access private items, check the box marked "Delegate can see my private items" in the Delegate Permissions window.

Learn more about Outlook email

For more information about using Outlook, please visit the official Office support site. There, you’ll find helpful guides and resources to get the most out of your Outlook experience.