How do I allow someone else to manage your mail and calendar?

Folder permissions in Outlook Web App:

Step 1: Visit https://outlook.office.com/mail and right-click on your Inbox.


Step 2: A pop-up window will appear, then click on "Sharing and permissions".

Step 3 This will open the Folder Permissions dialog box.


Step 4: At the top of the dialog box is a list of people who currently have permission to view the folder. In this case, since this is the first time you are changing folder permissions, no one is listed in the current list.

To give permission for the Inbox, click on the PLUS SIGN (+) at the top left of the dialog box and then type the user's name.


Step 5: After you have selected the user and clicked on "Add", you can choose from various pre-defined permission settings in the drop-down menu, or if you prefer, you can configure custom permissions.


Step 6: After you have set the permissions as desired, you just need to click OK and then you're all set.

Step 7: If you want to give the user permission to view folders other than her inbox, there is one final step. After setting permissions for the folder you want to share, you also need to click on the main mailbox folder ("Mailbox") and grant permissions there as well.


Step 8: Again, this is only necessary if you want to share a folder that is not your inbox.

Let's take a look at the user's inbox now. To view your email, the user needs to right-click on the main mailbox folder ("Inbox") and select "Add shared folder or mailbox".


Step 9: The user simply adds your name, and that's it - the user can now view your inbox and, if you have granted permission, also modify its contents. The user can see that they are in your inbox because your name appears at the top of the message list.

Step 10: Once the user has set up to view your email on their desktop, they can also view your email on their tablet and phone! The user can open Outlook Web App using a compatible mobile browser or through an app like OWA for iPhone or OWA for iPad. Then, they just need to tap on the folder button at the bottom of the screen. This will open a list of their folders, as well as the folder that you have shared with them.

Calendar delegation in Outlook Web App

Step 1: Please go to https://outlook.office.com/mail/ and click on the calendar icon at the top left.

Step 2: Under 'My Calendar', right-click on your calendar and then click on 'Sharing and permissions'.


Step 3: Next, enter the name of the user who needs to be added to the calendar. Here, you can immediately indicate what the user is allowed to view and do in your calendar.


Step 4: Once you have indicated what the user is allowed to view, you can then click on the red 'Share' button, and the calendar will be shared!

Adding a calendar in Outlook Web App:

Step 1: Please go to https://outlook.office.com/mail/ and click on the calendar icon at the top left.

Step 2: Next, click on the red text that says "Add Calendar".


Step 3: Next, click on the option "Add from directory" and select your own email address.


Step 4: Enter the name of the user whose calendar you want to view, select "Add to: People's calendar", and click on "Add".


Step 5: Now all you have to do is check the checkbox next to the calendar if it hasn't been done already, and now you can view it!

Updated on: 27/03/2024