How to Give Someone Access to Your Outlook Email and Calendar

Summary

This guide explains how to grant someone delegate access to manage your Outlook email, calendar, and tasks on your behalf.

Before You Begin

  • You need a Gwinnett County email account.

  • Both you and the delegate must have Outlook access (Windows, Mac, or Web).

Instructions

Granting Delegate Access in Outlook (Windows)

  1. Open Outlook and go to the File tab.
  2. Click Account Settings > Delegate Access.
  3. Click Add, enter the delegate’s name, and click Add.
  4. Set the permissions you want to grant for Calendar, Tasks, Inbox, and Contacts, then click OK.

Granting Delegate Access in Outlook (Web)

  1. Go to Calendar view and click Share Calendar.
  2. Enter the delegate's name and choose the permission level (e.g., Delegate).
  3. Click Share to send the invitation.

Granting Delegate Access in Outlook (Mac)

  1. Go to Tools > Accounts > Delegates.
  2. Click Add, select the delegate’s name, and set the appropriate permissions.
  3. Click OK to save the changes.

Delegate Permission Levels

  • Reviewer: Can read items in your folders.
  • Author: Can create and modify items they create, and read other items.
  • Editor: Can create, modify, and delete all items, including those created by others.

Removing Delegate Access

  1. Go to File > Account Settings > Delegate Access.
  2. Select the delegate and click Remove.
  3. Click OK to confirm the removal.

Additional Notes

  • When a delegate sends an email on your behalf, both names will appear in the "From" field (Send On Behalf permission).
  • To allow a delegate to see your private calendar items, select Delegate can see my private items when setting permissions.

Contact and Support

For assistance, contact the IT Service Desk at 770.822.8915 or submit a ticket through the Service Portal.

Print Article