Add Inbox Delegates and Set Mailbox or Folder Permissions in Outlook on the Web

Questions

  • How do I add a delegate to my mailbox in Outlook on the web?
  • How do I let someone manage my email, calendar, or tasks?
  • How do I give another person permission to my mailbox or a mail folder?
  • How do I set permission levels for a delegate?
  • What do the different mailbox permission levels mean?
  • How do I share access to my inbox with a colleague?

Environment

This article applies to Bowdoin faculty and staff who use Outlook on the web (also called Outlook Online) and want to grant another person delegate access to a mailbox, calendar, or mail folder.

  • Outlook on the web at outlook.office.com

Resolution

Adding a delegate allows another person to manage email, calendar, or tasks on the mailbox owner's behalf when needed.

  1. Navigate to outlook.office.com and sign in with the Bowdoin account.
  2. In the left pane, right-click on the account name. A small menu of quick selections appears. Select Permissions from the list.

    Email folder context menu with the Permissions option highlighted in red.

  3. To add a delegate, select the plus sign in the top-left corner of the new page.

    Mailbox Permissions page with the add (plus sign) button in the top-left corner.

    Using the text box, begin searching for the delegate. If the search does not auto-populate the delegate, select the Search contacts and directory dropdown to search the Bowdoin global address list and return matching options. Select Add when done.

    Permissions table with Default and Anonymous users listed, both showing permission level as None, with add and delete icons at the top.

  4. Once the user is a delegate for the account, set the permission levels. Set custom permissions using the radio buttons and check boxes provided, or select from the list of predefined permissions in the Permission level dropdown. Use the permission-level guide below to choose the level to apply to the delegate.

    Folder permissions settings screen showing permission levels and read, write, delete, and other options for the selected user.

  5. Once the permission level is assigned, select OK. The delegate is now granted permission to the inbox.

Permission levels

  • Owner - The delegate has full permissions over the mailbox, equal to the original mailbox owner.
  • Publishing Editor - The delegate can create, edit, delete, and see full details of the inbox.
  • Editor - The delegate can edit, delete, and see full details of all inbox contents. An Editor cannot create subfolders.
  • Publishing Author - The delegate can edit and delete only the contents they have created and can also create subfolders.
  • Author - The delegate can edit and delete only the contents they have created. An Author cannot create subfolders.
  • Non-editing Author - The delegate can create and delete folder contents and see details.
  • Reviewer - The delegate can see the details of a folder but can no longer view subfolders.
  • Contributor - The delegate can view folders but does not have read access to the folder.
  • None - No permission to the folder.
Next step: The delegate must add the shared mailbox to their account before they can perform the assigned duties. See Add a Shared Mailbox in Outlook in the Related Articles section.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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