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Allow another person to manage your mailbox

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With your permission, another person can read your emails, manage your inbox and send emails on your behalf.

There are two ways to provide access to your mailbox:

These instructions are for Outlook 365. As the inbox owner, you should complete your instructions first, then ask your delegate to follow the instructions for the delegate.

Instructions for the inbox owner

Step 1. Set delegate permissions

A delegate can read, create or modify your calendar, tasks, inbox, contacts and notes. To define their access levels:

  1. Open Outlook.
  2. Go to the blue 'File' tab and click ‘Account Settings’ then ‘Delegate Access’.
  3. Click the ‘Add’ button and search for the person who will manage your inbox. Click their name.
  4. Click 'Add' and then 'OK'.
  5. Set the permissions you want your delegate to have.
  6. Tick the box next to ‘Automatically send a message to delegate summarizing these permissions’.
  7. Click ‘OK’.

Step 2. Share your mailbox

It will make your delegate's life easier if they can automatically see your inbox when they open Outlook. You need to share your mailbox for this to happen:

  1. Open Outlook.
  2. From the side bar, right click the name of your mailbox and select 'Data File Properties...'
  3. Click 'Permissions' and 'Add' and then search for your delegate's name.
  4. Use the 'Permission Level' drop-down menu to set your delegate's access level.
  5. Click 'OK.'

If you need to share a mailbox folder other than your inbox:

  1. From the side bar, right click the folder you wish to share and select 'Properties...'
  2. Click 'Permissions' and 'Add' and then search for your delegate's name.
  3. Use the 'Permission Level' drop-down menu to set your delegate's access level.
  4. Click 'OK'.

Instructions for the delegate

Add the shared mailbox

Once the inbox owner has finished their instructions, you can add their mailbox to your Outlook:

  1. Open Outlook.
  2. Go to the blue 'File' tab and click ‘Account Settings’ then ‘Account Settings’.
  3. From the 'Email' tab, select your email account and click the 'Change...' button.
  4. Click the 'More Settings...' button.
  5. From the 'Advanced' tab, click the 'Add' button.
  6. In the window that opens, enter the UQ username of the person whose mailbox you are managing.
  7. Click 'OK' and close all of the windows you have opened so far.
  8. The new mailbox will now be visible in the side bar.

Sending emails

With the correct permissions, you can now send emails on behalf of the inbox owner. When you create a new email:

  1. Click the 'From' field and select 'Other email address'.
  2. Search for the inbox owner's account and click their name.
  3. Fill out the rest of the email as usual.

Calendar permissions

If you want to delegate access to your Outlook calendar, follow the instructions to share your Outlook calendar with others.

These instructions are for Outlook for Mac. As the inbox owner, you should complete your instructions first, then ask your delegate to follow the instructions for the delegate.

Instructions for the inbox owner

Set delegate permissions

A delegate can read, create or modify your calendar, tasks, inbox, contacts and notes. To define their access levels:

  1. Open Outlook.
  2. Go to the 'Tools' menu at the very top of your screen and select 'Accounts'.
  3. Select the relevant account from the side menu, then click the 'Advanced' button.
  4. Click the 'Delegates' button, then click the plus (+) button under 'Delegates who can act on my behalf'.
  5. Search for your delegate. Select their name and click ‘Add’.
  6. Use the drop-down menus to set the permissions you want your delegate to have. Click 'OK'.
  7. Click 'OK' again to save and finish.

If you need to share another mailbox folder other than your inbox:

  1. From the side bar, right click the folder you wish to share and select 'Sharing Permissions...'
  2. Click 'Add User...' and then search for your delegate's name.
  3. Use the 'Permission Level' drop-down menu to set your delegate's access level.
  4. Click 'OK'.

Instructions for the delegate

Add the shared mailbox

Once the inbox owner has finished their instructions, you can add their mailbox to your Outlook:

  1. Open Outlook.
  2. Go to the 'Tools' menu at the very top of your screen and select 'Accounts'.
  3. Select your email account from the side menu then click the 'Advanced' button.
  4. Click the 'Delegates' button, then click the plus (+) button under 'Open these additional mailboxes'.
  5. Type the name of the person whose mailbox you are managing. Click 'Add'.
  6. Click 'OK' to close the 'Accounts' window.

Sending emails

With the correct permissions, you can now send emails on behalf of the inbox owner. When you create a new email:

  1. Click the 'From' field and select 'Other email address'.
  2. Search for the inbox owner's account and click their name.
  3. Fill out the rest of the email as usual.

Calendar permissions

If you want to delegate access to your Outlook calendar, follow the instructions to share your Outlook calendar with others.

As the inbox owner, you should complete your instructions first, then ask your delegate to follow the instructions for the delegate.

Instructions for the inbox owner

Set delegate permissions

Settings in the Outlook Web App will let you decide whether your delegate can read, write or delete items from your inbox. To define their access levels:

  1. Log in to the my.UQ dashboard and click 'Email'.
  2. Go to the side bar and right click on 'Inbox', then select 'Permissions'.
  3. Click the plus (+) icon under 'Permissions for the Inbox folder'.
  4. Search for the person who will manage your inbox. Click their name then click 'Add'.
  5. Set the permissions you want your delegate to have.
  6. Click 'OK' to save and finish.

Instructions for the delegate

Add the shared mailbox

Once the inbox owner has finished their instructions, you can add their mailbox to your Outlook:

  1. Log in to the my.UQ dashboard and click 'Email'.
  2. From the side bar, right click your name and then click 'Add shared folder...' If you can't seen your name, click 'More' under the 'Drafts' folder.
  3. Type the name or email address of the person whose mailbox you are managing. Click 'Add'.
  4. The new mailbox will now be visible in the side bar.

Sending emails

With the correct permissions, you can now send emails on behalf of the inbox owner. When you create a new email:

  1. Click the 'From' field and select 'Other email address'.
  2. Search for the inbox owner's account and click their name.
  3. Fill out the rest of the email as usual.

Calendar permissions

If you want to delegate access to your Outlook calendar, follow the instructions to share your Outlook calendar with others.

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