How to Manage a Delegated Mailbox or Calendar

Question

How do I manage someone else’s e-mail and calendar?

Environment

  • Microsoft Outlook

Cause

If someone has delegated their calendar or mailbox to you, you will probably want to add the other person’s mailbox to your Outlook profile. Doing so will automatically open the other person’s mailbox every time you open Outlook, alongside your own mailbox in the Folder pane.

Answer

The person whose Outlook items you want to manage needs to have first delegated access according to this guide.

 

To add the delegated mailbox in Outlook

  1. Click File > Account Settings > Account Settings.

    Account Settings in the Backstage view

  2. On the Email tab in the list, click to highlight your account, click Change, and then click More Settings.

  3. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.

 

To respond to meeting requests

  1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.

  2. Open the meeting request.

  3. Click Accept, Tentative, or Decline.

 

To send a meeting request

  1. Open the other person's calendar.

  2. On the Home tab, in the New group, click New Meeting.

  3. Enter the attendees, subject, location, and start and end times as you ordinarily do.

  4. Click Send.

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