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Outlook 2011 for Mac - Working as a Delegate (Managing Another User's Calendar and Email)

This article explains how to use the delegation features of Outlook 2011 for Mac to manage the calendar and mail for another user.

Delegation vs. Folder Sharing

Outlook 2010's collaboration features allow an Outlook user to share any folder with another Outlook user. This should not be confused with Delegation, which is a feature allowing one xMail user to act on behalf of another xMail user. Below are the primary distinctions between folder sharing and delegation.

Folder Sharing

  • Two Outlook 2010 users who both use an Exchange account (xMail) can share each others xMail folders.
  • Way to provide access to another person's folders, but it does not include permissions for one to act on behalf of the other.


  • Delegation is the Outlook feature by which you grant someone permission to receive and respond to meeting requests or responses and to send email messages on your behalf. This is a more advanced feature than simple folder sharing.
  • The person granted this permission is called the delegate.
  • You can grant the delegate limited permissions or up to full control over items in your mailbox and calendar.
  • Delegate access is commonly used between a manager and assistant, but can also be used between peers.

Becoming a Delegate

When someone adds you as a delegate, you also need to add them as a person for whom you can act as a delegate. After this, their mailbox will appear below yours when you open Outlook.

  1. Click Tools and then Accounts from the drop-down menu.

  2. Tools Menu

  3. Select your xMail account, and then click Advanced...

  4. Outlook Account Settings with Advanced Option

  5. Click the Delegates tab.
  6. Click the second + (below People I am a delegate for:).

    People I am a delegate for section

  7. Type the name of the person who has added you as a delegate in. Click Find.
  8. Select them from the list. Click OK.

    Select User Searchbase

  9. Click OK and then close the Accounts window.

Open Another Person's Folders

You don't have to add the manager's mailbox to your Outlook profile (by listing them as a person for whom you act as a delegate) to work with his or her folders, you only need to be granted delegate access.

  1. Click File > Open > Other User's Folder...

    Other User's Folder

  2. In the User field, enter the name or email of the person who granted you Delegate Access permissions.
  3. In the Type list, select the folder that you want to open.

    Open User's Folder Window

  4. Click OK.
  5. If a dialog appears asking you to "select a match," then select the intended user from the list and click Select.

Respond to a meeting request for another person

  1. Open the person's Inbox if his or her meeting requests are not being sent to you directly.
  2. Open the meeting request and respond to it.

Create Meeting Requests on behalf of Another Person

  1. Open the other person's calendar.
  2. Create and schedule a meeting.

Create an Email Message on behalf of Another Person

  1. Begin composing an email, either by clicking E-mail, New > E-mail Message from the Home tab, or by replying to a message.
  2. In the From box, select the name of the manager or person you are sending the message on behalf of.

    Email Composition From box

  3. Add recipients, subject, and message and click Send.

Keywords:proxy, folder, sharing, xmail, exchange   Doc ID:27311
Owner:Dan K.Group:University of Chicago
Created:2012-11-09 15:13 CDTUpdated:2017-05-22 09:40 CDT
Sites:University of Chicago, University of Chicago - Sandbox
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