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How to share or delegate access in a Microsoft Office 365 account
Published Date : 20 May 2014   Last Updated : 12 Feb 2019   Content Ref: TEC3681654  





Symptoms

There are two ways to give users access to another user's mailbox or calendar:

  • Delegate access rights - allows another user to view and edit the mailbox and calendar.
  • Allow shared access - allows another user to have a read-only view of the calendar.


Cause

How to delegate access

As an administrator, you can select to delegate rights to access a shared mailbox or a user's mailbox. Users with delegated access rights will be able to access the mailbox and calendar features.

  1. Log on to Microsoft® Office 365™ admin center as an administrator.
  2. Click 'users and groups', select the user you want to delegate access to and click Edit.
  3. Click the mailboxes tab or the shared tab, depending on the type of mailbox you want to share.
  4. On the Mailbox Delegation window you have three permissions available: Send As, 'Send on Behalf' and Full Access.
  5. Click Add to assign the permissions.
  6. Search for the user you want to delegate access.
  7. Click Add and then click OK.

As a user, you can delegate access to your own mailbox. Steps will differ depending on the version of Outlook being used. Here are the steps for Outlook® 2010.

  1. Open Outlook 2010.
  2. Click File, Account Settings, Delegate Access.
  3. Select the user and permissions and click OK. 

Using Outlook 2010 to access the account you have been granted delegated rights to

  1. Open Outlook 2010.
  2. Click Mail and the delegated mailbox will automatically appear listed in the navigation pane along with your own mailbox.
  3. Click Calendar and the delegated calendar will automatically appear listed under My Calendars.

Using Outlook Web Access to access the account you have been granted delegated rights to

  1. Log on to Outlook Web Access.
  2. Click your username and select 'Open another mailbox'.
  3. Type the name of the delegated account you want to access.
  4. Click Open. Now you are able to view the delegated mailbox.
  5. Click Calendar to view the delegated calendar.

Alternatively, you can select to add the delegated calendar to your own calendar view so it will always be visible when you log on with your own account:

  1. Log on to Outlook Web Access.
  2. Click Calendar.
  3. Right-click Other Calendars and select Open Calendar.
  4. In the From Directory field, type the name of the delegated account you want to access.
  5. Click Open.
  6. The delegated calendar will now show under Other Calendars.
  7. Tick or clear the box next to the calendar to view or not to view it.

Note: This view is slightly restricted, e.g. you cannot select to share the calendar with others when it is being accessed via Other Calendars.

To remove the delegated calendar from your own calendar view, right-click the calendar and select Remove. This will remove the calendar from your view. It does not delete the actual calendar itself.


How to share access to a calendar

How to share a calendar as a delegated user:

  1. Open Outlook Web Access.
  2. Click Open to view another user's mailbox and select the calendar you want to share.
  3. Click Calendar.
  4. Under My Calendars, right-click Calendar and click Share. 
  5. In the 'Share with' field, type the name of the user you want to share the calendar with.
  6. Select the level of access you want to grant the user, e.g. 'Limited details', 'Availability only'.
  7. Click Send.
  8. The recipient will receive an email with details of how to access the shared calendar using different versions of Outlook. See http://support.microsoft.com/kb/912265.

How to share your own calendar:

  1. Open Outlook Web Access.
  2. Click Calendar.
  3. Under My Calendars, right-click Calendar and click Share.
  4. In the 'Share with' field, type the name of the user you want to share your calendar with.
  5. Select the level of access you want to grant the user, e.g. 'Limited details', 'Availability only'.
  6. Click Send.
  7. The recipient will receive an email with details of how to access the shared calendar using different versions of Outlook. See http://support.microsoft.com/kb/912265.

How to access a shared calendar you have been granted access to

There are different ways of accessing a shared calendar, depending on the version of Outlook you are using. Here is a summary of four of these options:

  1. The recipient can open the above email in Outlook 2010 and click 'Open this calendar'. This will automatically add the calendar to Shared Calendars in Outlook 2010 and to People's Calendars in Outlook Web Access.
  2. The recipient can open the above email in Outlook Web Access and click Add Calendar. This will automatically add the calendar to the Other Calendars view in Outlook 2010 (if recipient is using) and to the Other Calendars view in Outlook Web Access
  3. To access the shared calendar, using Outlook Web Access, if you don't have the above email:
    1. Open Outlook Web Access.
    2. Click Calendar.
    3. Right-click My Calendars or Other Calendars and select Open Calendar.
    4. Type the name of the calendar you want to access and click Open.
  4. To access the shared calendar, using Outlook 2010, if you don't have the above email:
    1. Open Outlook 2010.
    2. Click Calendar.
    3. Right-click My Calendars or Other Calendars and select Add Calendar, Open Shared Calendar.
    4. Type the name of the calendar you want to access and click Open.


Possible Issues

The same calendar is listed under My Calendars and Other Calendars

When you open Outlook 2010 and click Calendar, you can see the same calendar is listed under My Calendars and Other Calendars. This means you have delegated access and shared access to the calendar. The entry under My Calendars appears automatically when you are granted delegated access rights to the account.

The entry under Other Calendars appears because you were previously granted shared access to the calendar and added it manually by:

  • In Outlook 2010, right-clicking Other Calendars and selecting Add Calendar.
  • In Outlook Web Access by right-clicking Other Calendars and selecting Open Calendar.

To avoid confusion you may prefer to delete the calendar from Other Calendars and work with the one listed under My Calendars.

  • To do this, right-click the calendar under Other Calendars and click Delete Calendar.
    Note: This only deletes the calendar from your shared view. It does not delete the actual calendar.


More Information

I cannot see any detail on the shared calendar

If you cannot edit or see the detail of any events in another user's calendar, e.g. you can only see Free, Tentative, Busy and the length of each event, then you are seeing the default view of an unshared calendar. You have not been granted specific shared calendar access.

Users with delegated access rights will also see limited details in this shared calendar view. Full details will be available if they click the same calendar under My Calendars.

To check the permissions a user has on a shared calendar:

  1. Log on to Outlook Web Access as the delegated user.
  2. Click to Open another user's mailbox and type the name of the mailbox/calendar you want to check. Another browser window opens.
  3. Click Calendar.
  4. Under My Calendars, right-click Calendar and select Permissions.


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Document Keywords: o365, off 365, ms, delegating, sharing, accessrights


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