Delegating access to your mail, calendar, contacts, and To Dos

You can set a Delegation preference so that other people can manage your mail for you, including your calendar, contacts, and to do entries. You can also let them perform certain tasks for you, such as sending messages, or creating entries.

About this task

People who have access to your mail file cannot read encrypted mail that you receive, and cannot send signed or encrypted mail for you, even though the mail file contains your user ID.

When delegating access to your mail file, keep the following considerations in mind:

  • You cannot read encrypted messages your delegates create for you unless your user ID contains the encryption key used to encrypt the messages. By default, no one except the owner of the mail file has access.
  • If you cannot save your Delegation preferences, it means that the server has not yet processed your request. When it finishes processing, the names to which you delegated access are saved in your Delegation Preferences.
  • In a hybrid environment, some people have mail in the cloud service and others have mail hosted on-premises mail. In the hybrid environment, on-premises users can be delegated to manage cloud-based mail accounts; however, cloud users cannot be delegated to manage on-premises mail accounts.

Procedure

  1. Go to Preferences > Delegation. The Mail, Calendar preferences open by default.
  2. Click Add Person or Group.
  3. Specify who should have access.
  4. Choose how much of your mail file you want delegates to have access to.
    Tip: Select None to prevent the specified person or group from having access to your mail file.
  5. Choose the tasks you want the delegate to be able to do.
  6. Automatically forward calendar notices to the person or persons who are your delegates.
  7. Choose how to handle messages you receive that are marked private. For example, Forward without private details lets your delegate see only the non-private details.
  8. Optional) To remove a name from the list of delegates, select a name and then click Remove Selected Person or Group.
  9. (Optional) To modify access already granted to a person or group, select a name in the list, and then click Change Access.
  10. Click OK, and then Save & Close to close the preferences box.