Assigning Calendar and Inbox permission levels (Delegating access) Overview
To make these instructions as simple as possible and OS-neutral, the primary platform is Outlook on the Web (OWA). Assigning the permissions is done with OWA, however instructions for the delegee to add the calendar or mailbox within the Windows/Mac Outlook app is provided. In this guide the delegate is the individual who is sharing their calendar/inbox, the delegee is the individual they are sharing it with. It is also recommended to just set the permissions within either OWA or the Outlook application, as setting permissions across both platforms has been known to cause issues.
How to Share a Calendar and the different permission levels (OWA)
Depending on the permission level, sharing a calendar will allow the delegee to see your appointments in more detail, modify (create/delete/edit) your calendar entries, and if delegate access is granted the delegee will be able to accept calendar meetings on the delegates behalf. To share a calendar and set the permission levels preform the following:
- Select the Calendar view within OWA
- Right-click Calendar - Youremail under My Calendars and select Sharing & Permissions
- In the field you can search for the individual by their name or email.
- Once the individual is added, you can change the permission levels from the drop down menu. The descriptions are pretty explanatory, see this link for a more in-depth description.
Add a shared calendar (OWA)
Once access has been granted, the delegee will probably need to add the calendar to their list of visible calendars. Anyone's calendar can be added, although entries will display as "busy" by default.
- Select the Calendar tab within OWA
- Select Add calendar and from the Add Calendar window select Add from directory on the side bar.
- Select your email from the dropdown, then search for the person who's calendar you have been granted permission to.
Once a calendar has been added, it must be selected to be visible. OWA displays all calendars within a single view (overlay), whereas the default view in Outlook on Windows splits the calendar into multiple windows.
Add a shared Calendar (Windows and Mac Outlook app)
To add another calendar in the Windows Outlook app, visit the Calendar tab, right-click My Calendars and select + Add a calendar => From Address Book
On a Mac, open the Calendar tab and look for Open Shared Calendar along the top ribbon.
Delegating an Inbox and Subfolders
Depending on the permission level, sharing your inbox/subfolders allows the delegee to see the contents of those folders, make edits, and send emails on the delegates behalf.
An important note is that in order for Delegees to be able to add the Inbox and other folders, the Root folder, or Mailbox, must be shared first, then the other folders can be added. Within OWA this appears (rather confusingly) as the bolded Folders. On the Outlook application, the Root folder is the delegate's email address on the left. To share the Root folder and all other folders follow these steps:
- On the Mail tab right-click Folders from the left navigation window and select Sharing and permissions
- Click the + icon to bring up a window, allowing you to search for the delegee by email or name.
- Once added, the permission level can be set either by the specified Permission level dropdown, or manually selected by the user. See the following Microsoft article for a detailed description of each permission level and option.
Once the Root/Mailbox folder have been granted permission, additional folders then need to be delegated. Following the same step as above, start with Inbox and then any additional folders that need to be shared. This should allow the delegee to view the folders and make edits if granted the appropriate permission level.
*Once a delegee has been granted access, it can take up to 24 hours for the Global address list to sync.
Adding a mailbox/inbox that is shared with you (OWA)
Adding a mailbox that is shared by a user is different than adding a shared mailbox.
Within OWA you do NOT want to select Open another mailbox. Instead, right-click on Folders and select Add shared folder or mailbox. From that window the delegee can enter the email address or name of the delegates mailbox.
Adding a mailbox/inbox that is shared with you (Windows and Mac Outlook app)
As with OWA, adding a delegated mailbox is not the same as adding a shared email account in the Windows Outlook application. For Windows the delegee will need to select File from the top toolbar, Account Settings and Account Settings again. Double-click your email address to open the Account Settings window, select More Settings to open the Microsoft Exchange window. Select the Advanced tab and then Add to open the Add Mailbox window. From there enter the email address of the delegate and click OK. Restart Outlook and the the delegee should see the delegated mailboxes on the bottom of the left search bar. Note that you need to expand the mailbox by clicking on the dropdown arrow adjacent to the name. If the error "Cannot expand the folder." or "Cannot display the folder" appear the sharing permissions were not set properly. Double-click that the root folder is shared.
To add a delegated mailbox on the Mac Outlook app, select Tools from the top toolbar, then Accounts. From the Accounts window select Advanced then the Delegates tab. At the bottom of the window under Open these additional mailboxes click the + icon will allow you. See article
Sending emails on behalf of another user from your account
If you are delegated to someone's inbox and need to send an email on their behalf but don't see the option, in Windows create an email, select Options, then click on From. The email can be manually added by clicking on Other Email Address with the From dropdown menu. When an email is sent from another user's account, the email will appear to come from the delegee but when selected will state "on behalf of delegate's name"
If an Outlook profile is setup with a non-University account as the primary/default account in Outlook this can result in permission issues and result in an email bouncing back if you send from a CU-delegated address.
Troubleshooting:
One primary action is to remove all permissions and start over. It is recommended that this be done on a Friday or appropriate time when a few days since the permissions are removed and added can elapse.
Links:
Manage another person's mail and calendar items
Allow someone else to manage your mail and calendar
Add and and manage delegates in Outlook for Mac
Send an Email on Behalf of Someone Else
Options for sharing and delegating folders in Outlook for Mac
Zoom Delegate access
This allows the delegate user to create Zoom meetings on the user's behalf.
Sign in to Zoom via https://ucdenver.zoom.us/ - Select Settings from the left side navigation bar, then Other. Near the bottom you will see Schedule Privilege, click Add. Search for the user or enter their email into the Users field. Click Add then Save.
*Note that the person who will be granted access needs to sign into Zoom first to create their account.
To schedule on behalf of someone else in Outlook, create a new Zoom meeting. Select Settings from the top right (you may need to sign in) then the option Schedule For should appear. Select the user from the drop down and hit Update
At the website go to Meetings then next to Schedule a Meeting there should be a new dropdown allowing you to specify who the meeting was on behalf of.