Delegate Permissions are powerful and complex. In most cases, we strongly recommend a simpler method of setting Sharing Permissions.
1. Open Outlook 2010 for Windows and log into your Exchange account.
2. Click on the Calendar button on the lower left corner of the Outlook window.
3. On the File tab click Info, then Account Settings.
4. On the Account Settings drop down window select Delegate Access.
5. This opens the Delegates window, click the Add button.
6. Search for the person who you wish to give Delegate access. Select the person in the search box and then click Add. Click OK.
7. The Permissions window opens. Click the down arrow next to Calendar and select the level of Delegate permissions you wish your Delegate to have.
8. You will see two checkboxes at the bottom of this window. It is recommended you click the first box, Send permissions summary, so the person becoming a delegate can better understand their responsibilities. It is not recommended that you click on the Delegate can see my private items, unless you wish to give total access of your calendar to your Delegate.
9. Click OK to return to the Delegates window.
10. At the bottom of the window you will see three choices of who will receive the e-mail. It is important to note here that if you click the radio button My delegates only, that the owner of the account will not receive any e-mails regarding calendars.
11. Click OK.
Exchange Access Rights Explained
Exchange offers you the ability to give others varying levels of access rights. The levels of permission that a delegate can be granted are as follows:
• Author: As a delegate, you can read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.
• Editor: As a delegate, you can do everything an Author can do, plus modify and delete the items the manager created.
• Reviewer: As a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox.
If you wish to add an organizational group (your entire unit, for example), select Name only for the Search: choice, then click on the drop-down menu under the Address Book and select All groups. A list of all the Exchange groups will appear; scroll through the list and select the group which you wish to have the access and either double click on the group or select the group and click the Add button.