Delegate Access In Exchange

A delegate is someone who has been granted permission to open another person’s folders, create items, and respond to requests on behalf of that person. To become someone’s delegate, the account owner must grant delegate access to his or her calendar and email.

Delegate access is a more advanced feature than just sharing your Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or respond to meeting requests on your behalf, you must use Delegate access.

Two Microsoft Office Outlook 2007 or Outlook 2003 users who both use an Exchange account in the same organization can share their Exchange folders with each other and control whether the delegate has read-only or more advanced permissions.

Important notes:

  • Delegate access should not be given casually to individuals. Since delegates can perform actions on your behalf, decisions to give delegate access should be weighed carefully and only given to trusted individuals.
  • With delegation, one should not rely on the Private feature to prevent other people from accessing the details of appointments, contacts, or tasks through programmatic methods or by using other e-mail programs.
  • As the manager, your mail must be delivered to your mailbox on the Exchange server, not to a Personal Folders file (.pst) which stores your messages or other items on your computer.
  • You and the delegate must use the same version of Outlook.
  • Entourage 2004 does not provide full public folder or delegation support. Microsoft has published work-arounds for this issue.


This is a very advanced feature available to our clients that take advantage of the Hosted Exchange system we offer through Tri-State Datacom.  If you wish to know more about this and like to read really technical stuff, please visit:

Dennis “The Exchange Administrator” Wilson