Office 365 (Outlook 2011) - Assign read/write/modify permissions to my calendar

You can give a delegate access to your calendar, address book, and inbox, and you can set permissions that define the activities that delegates can carry out for you.

The following topics are covered:


Important Notes:

  • Assigning permission levels between Outlook and the Outlook on the web are not consistent. The terms and levels one can choose from to assign to others are not consistent between Outlook on the web and Outlook. If you are working in a multi-client environment, it is recommended to assign all permissions using Outlook on the web.
  • The "Availability Only" and "Limited Details" permission levels are the automatic default permission levels for all accounts.
  • Users will not be able to assign "None" as a permission level within the Outlook on the web. "None" can only be set as a permission level within Outlook client versions and must be set at the default level (global). The "None" permission level cannot be applied to individuals within Office 365.

Assign Permissions

 Important   To use delegation, you and your delegate must have a Office 365 account.

  1. Start Outlook.
  2. On the Tools menu, click Accounts.
  3. Click the account that you want to add a delegate to, click Advanced, and then click the Delegates tab.
  4. Under Delegates who can act on my behalf, click Add add.
  5. Type the email address or name of the person that you want to add as a delegate, and then click Find.
  6. Click the delegate's name in the result's list, and then click OK.
  7. The permissions screen is presented:

    outlook_2011 permissions delegates screen

    For each item type, use the pop-up menu to select the permission level that you want to set for the delegate.

    Send permissions summary: It is recommended that you place a check mark within this box so that your delegate receives an email notifying them of the permissions you have granted them.

    Delegate can see my private items: Only grant access to those delegates that need to see your events that have been tagged as 'private'.

  8. Click OK to save your changes.

For more information about the permission levels for delegates, see About sharing and delegation.

 Note   Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account. For information about how to become a delegate for someone else, see Become a delegate or stop being a delegate.

Modify permissions

Manage delegate permissions for multiple item types

  1. On the Tools menu, click Accounts.
  2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.
  3. Under Delegates who can act on my behalf, click the delegate.
  4. Click the Action Action pop-up menu button, click Set Permissions, and then make the changes that you want.

 Note   If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation.

Manage delegate permissions for a calendar/folder

  1. In the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click the calendar/folder that you want to change.
  2. On the Organize tab, click Permissions.

    Organize tab, Permissions, Properties

  3. Click the name of the person that you want to change the permissions for.
  4. On the Permission Level pop-up menu, click the access level that you want.

    To customize the permission levels, select the check boxes for the items that you want, and then under Edit Items and Delete Items, click the permission level that you want.

     Note   If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation.

Remove a delegate

  1. On the Tools menu, click Accounts.
  2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.
  3. Under Delegates who can act on my behalf, click the delegate.
  4. Click Delete delete.

Change delegate access to private items

If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private.

If you want to give a delegate access to see your private items, do the following:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
  4. Select the Delegate can see my private items check box.

 Important    You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

See Also:




Keywords:microsoft o365 events share delegates delegation permissions access rights   Doc ID:31595
Owner:Ara M.Group:Office 365
Created:2013-07-15 13:34 CDTUpdated:2016-06-10 13:16 CDT
Sites:DoIT Help Desk, Office 365
Feedback:  2   1