Managing @northwestern.edu (Microsoft 365) email/calendar delegates using Outlook for Windows

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Management of delegate access to a departmental/organizational email account/calendar is only supported in the Outlook for Windows client; the functionality is not available in the Outlook Web Application or Outlook for Mac. Owners of accounts who are not running Windows should send an email to servicedesk@northwestern.edu including the names and NetIDs of those for whom delegate access needs to be managed. In order to manage delegates for an Exchange, you must have a separate Windows Outlook email profile for the account configured in Windows. You cannot delegate access to a departmental account that appears automatically when you log into your own Exchange email account/profile.

 

Creating Outlook Mail Profile - Windows 10

  1. If you have the Outlook client open, close it.
  2. Open the Windows Control Panel
    -Click the Windows start button and click Settings (gear icon).
    -In the Find a setting field, enter control panel, click the search (magnifying glass) icon and click on Control Panel in the results.
  3. In the upper right corner from the View by: drop-down menu, select Small Icons.
  4. Click Mail>Show Profiles>Add...
  5. Enter the email/calendar display name and click OK.
  6. Change the E-mail Address: field to the email address for the account profile you are creating and change the Your Name field to the display name of the email account.
  7. In the Password and Retype Password: fields, enter the NetID/account password and click Next.
  8. When prompted for credentials, enter "@ads.northwestern.edu" or "@ads.northwestern.edu" (Exchange-only accounts without NetIDs) in the "User name" field and the associated password in the "Password" field.
  9. Check Remember my credentials and click OK.
  10. After verifying the credentials a Congratulations message is displayed. Click Finish.

Creating Outlook Mail Profile - Windows 7

  1. If you have the Outlook client open, close it.
  2. Click Windows Start button>Control Panel.
  3. In the upper right corner from the View by: drop-down menu, select Small Icons.
  4. Click Mail>Show Profiles>Add...
  5. Enter the display name of the email/calendar account and click OK.
  6. In the "Add Account" window, change the "E-mail Address:" field to the email address of the email account for which you are creating the profile and change the "Your Name" field to the display name of the email account.
  7. In the Password and Retype Password: fields, enter the NetID/account password and click Next.
  8. When prompted for credentials, enter "@ads.northwestern.edu" or "@ads.northwestern.edu" (Exchange-only accounts without NetIDs) in the "User name" field and the associated password in the "Password" field.
  9. Check the Remember my credentials option and click OK.
  10. Once a "Congratulations" message is displayed, click Finish.
  11. Select the "Prompt for a profile to be used" for "When starting Microsoft Outlook, use this profile:" option and click OK.

Adding a delegate using Outlook for Windows

  1. Launch Outlook, choose the profile for the account being delegated and click OK.
  2. Click the File tab.
  3. On the left side of the page click the Info Tab; then click Account Settings>Delegate Access.
  4. Click Add...
  5. Verify that the Search: option is set to "More Columns" and the Address Book selection is set to "Global Address List - ", then enter the name of the person to whom you are delegating access and click Go.
  6. In the search results, click the name of the person to whom you are delegating access, click Add->, then click OK.
  7. Select the desired delegate permissions for the components of the account and click OK. For an explanation of the permission levels please visit https://support.office.com/en-us/article/Allow-someone-else-to-manage-your-mail-and-calendar-9684B670-7588-4EEA-8717-9E5799047540#__toc305134741.
  8. To delegate access to another person, click Add...; otherwise click OK to finish.

Removing a delegate using Outlook for Windows

  1. Launch Outlook, choose the profile for the account being delegated and click OK.
  2. Click the File tab.
  3. On the left side of the page click the Info Tab; then click Account Settings>Delegate Access.
  4. Click the name of the individual for whom you want to remove delegate access so that the name is highlighted.
  5. Click Remove followed by OK.

Modifying a delegate's permissions using Outlook for Windows

  1. Launch Outlook, choose the profile for the account being delegated and click OK.
  2. Click the File tab.
  3. On the left side of the page click the Info Tab; then click Account Settings>Delegate Access.
  4. Click the name of the individual for whom you want to modify delegate access so that the name is highlighted.
  5. Click the Permissions.
  6. In the "Delegate Permissions:" window, change the permissions to the desired levels and click OK.  For an explanation of the permission levels please visit https://support.office.com/en-us/article/Allow-someone-else-to-manage-your-mail-and-calendar-9684B670-7588-4EEA-8717-9E5799047540#__toc305134741.
  7. Click OK.

 

Details

Details

Article ID: 1725
Created
Thu 5/12/22 1:39 PM
Modified
Thu 6/1/23 3:33 PM