Outlook Web Application - Delegate your Inbox and Calendar

[@HeatherMajors]

Hi all, happy Tuesday. Many people are working remotely using BYOD devices instead of company computers. With that comes the challenge of only having access to web versions of popular applications, like Outlook. Even though the end result is the same, the steps to get started in the Outlook Web app are different. I hope this video helps. If you have an idea for an M365 video you would like to see please feel free to share.

[@nakitadusauzay8380]

?Hi Heather, I found your video while attempting to implement the Calendar delegation in Outlook. I have attempted the exact process you explained in your video with one of my users as a test and her calendar still won't come up in my listing of calendars when I try to create new events on her behalf. Do you know what may be causing this? Or is there a delay between implementing delegation and then being able to add items on their behalf?

[@HeatherMajors]

@@nakitadusauzay8380 Hi Nakita, so If I am understanding you correctly, you tried to add the person's calendar to your view. While you can do that they still have to give your permission to act on their behalf. The steps would be like this. 1 Heather gives Nakita permission to view and manage the calendar. 2. Nakita adds Heather's calendar to her Outlook. 3. Nakita can now view Heather's calendar and make appointments on her behalf. I don't give you permission first all you can do is view the calendar. If I misunderstood your question please let me know.

[@nakitadusauzay8380]

@@HeatherMajors I had a coworker do exactly what you demonstrated in the video and when I navigate to my calendar after accepting the delegation permissions which came via email, I went to my calendar to create a test appointment to verify whether it was working but the newly added calendar doesn't come up in my calendar list in order to create appointments on her behalf. We have a valid Office 365 Business Subscription so I am unsure why it won't work as your video instructions are in line with the Microsoft article about Calendar delegation which I found.

[@HeatherMajors]

Nakita, I will confess I am stumped on this one. I went back into my environment and selected the Delegate permission for the calendar and assigned it to a coworker. They were able to see and make appointments for me immediately. The two things I could suggest is to contact your IT admin to make sure your account is properly set up. Or maybe try to add the delegation via the desktop app if you have access to that method. When you delegate in the desktop app the mail and calendar are set up at the same time so it might force the function to fix itself.

[@KaylynLowery]

Thanks Heather! I kept seeing videos of adding a delegate but not really information on acting as delegate. This was super helpful!

[@HeatherMajors]

Glad it was helpful. As an instructor I always second guess how much to put in a video. I am happy my guess this time was the right amount of detail for you :)

[@ConsultByChris]

Thank you for this, I was looking specifically to see what the Permission "delegate" meant. You explained it as I needed to understand. Once again, thank you for this as I am a new Exec. Assist using Outlook!

[@HeatherMajors]

Christienne, you are very welcome. It makes me happy to know I could be of assistance to you today.

[@coffeeinthebarnpodcast]

Thanks for the most helpful video!

[@HeatherMajors]

Glad it was helpful!

[@sketchtwenty2]

I canot believe how easy you made this. Thank you very much!

[@HeatherMajors]

You are very welcome. This idea came from a friend and I figured if she had the questions maybe I could help others with the answer too. It is nice to hear that the goal of helping others is working :)

[@dheevar]

Hi Heather. This was the video that i was searching for from quite some time now. You have explained the delegation in such simple steps. I was able to assign the delegation and also add the shared mailboxes in the user account it was shared with. The delegated folder name is is visible. it doesn't show load more folders option. Do we need to wait for a few minutes for it to show up?

[@HeatherMajors]

In my test environment I had to wait a little bit for it to appear but I only have a few fake users. In the real Outlook I use at work the end users I support say that it can take up to an hour if the server is busy. What I usually do is log out and then back in. That usually forces the server to recognize the new account under my name. I hope that helps.

[@fahadbukhari]

Amazing Video!! Love your voice haha .. and you explain really good, I believe your channel will grow even faster now .. best of luck Heather, stay strong stay consistent. Your videos are really valuable! :)

[@HeatherMajors]

Thank you so much for the encouragement. Happy to share what I learn with others :)

[@fahadbukhari]

@@HeatherMajors :)

[@johnocarroll2325]

Thanks for your help.

[@HeatherMajors]

You are welcome. :)

[@user-wz7yj1mc3b]

Super helpful! Thank you!!

[@HeatherMajors]

Hi Emily, you are welcome. Happy the video could be helpful for you today.

[@christinineves2349]

This video is absolutely golden! Thank you!!!

[@HeatherMajors]

You are very welcome Christini. The delegation sure makes a difference, even if it is just handing over your calendar for a holiday :)

[@THEEDENPROJECTWITHPRISCILLA1]

I love your voice Heather. Nice background too, and your content is great! Could you please do a video on how to delete pages from a word document if possible. Keep up the great work. I've got my notification bell on so I'm notified of every vid you put out there. 👍

[@HeatherMajors]

You are too sweet. That is my work from home office, and it makes me happy to have pictures all over the place. I will look at your video idea and see if it can be a short or maybe a longer word tips video. I appreciate you taking the time to offer a suggestion.

[@THEEDENPROJECTWITHPRISCILLA1]

@@HeatherMajors anytime Heather..thanks for taking my suggestion on board

[@HeatherMajors]

Priscilla, I wanted to play with shorts more because I was unhappy with the quality of the first two. It is a learning curve. You have given me the perfect opportunity to try another and see if I can make this one a bit better.

[@andypriteun]

Thank you Heather, this is exactly what I am looking for!

[@HeatherMajors]

Glad it was helpful! Have a wonderful day :)

[@martindepaula5373]

Hello Heather, thank you for your video, your explanations helped me a lot and they were very useful for my job, my best regards to you.

[@HeatherMajors]

Martin, glad you found this helpful. Hope you are having a wonderful day.

[@S80Retroboy80s]

Thanks! Simple and informative vid. Great job)

[@HeatherMajors]

You are welcome, glad you found it informative.

[@user-fy4nv7qr9i]

This video helped so much! Thank YOU!!!

[@HeatherMajors]

Glad it helped! Wishing you a wonderful day.

[@fry888chip]

Thank you! Very informative!

[@HeatherMajors]

You are welcome, glad you found it informative.

[@gabriellamacias4093]

Thank you for this video! If the permission level is set to "Editor", should the person who now has access be able to send emails "on behalf of"? I know how to do these settings in Outlook but not in the web application. Thanks again!

[@HeatherMajors]

Hi, short answer is editor can send on behalf of. Outlook on the web and Outlook desktop have the same permission sets. Just to make sure Microsoft did not make a change to those permissions I looked them up. Here you go 😊What are the delegate permission levels? Reviewer With this permission, the delegate can read items in your folders. Author With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf. Editor With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

[@ricdonato4328]

Hi Heather, your explanation is excellent. Although I have Microsoft 365 on my PC (not a Mac), opening Outlook on the Web then right clicking Inbox we do not have Permissions. We looked in Settings, still cannot find a way for Permissions nor delegating. Maybe it is because I am a home user, not linked to a corporate/business account. Still, as a home user I truly can see a reason for delegating.

[@HeatherMajors]

Ric, it may depend on what version of Outlook your company is using or if you are using a personal license. Since you are talking about delegating I am going to assume company. The new Outlook that Microsoft is pushing out has moved some of the buttons around. If you right-click on the inbox you may see the word properties. Click on that and a box will pop up with 5 tabs. Go to the permissions tab and then you should see the option to add or remove people to give access to your inbox.

[@ricdonato4328]

@@HeatherMajors Hi Heather, I am a home user, however as needed I wanted to delegate to another person. Also, there is not a option of properties, yet there is good news, opening Windows 11 Microsoft 365 Outlook desktop app I can perform the delegation, not in the online version. Thank you for your assistance.

[@zihanjj]

Awesome... Thanx

[@HeatherMajors]

You are welcome.

[@QuennieRoseCataylo]

Thanks for this informative video. I added my client's email as the shared mailbox, but why I can't create any rules for my client's inbox, what permission level should he choose, for me to create rules?

[@HeatherMajors]

I had to look this one up in the Microsoft documentation, and it looks like you need at a minimum the editor permission level. Any higher level will also work.

[@QuennieRoseCataylo]

@@HeatherMajors Thanks, but he said that he already gave me full access. I created some rules yesterday, why doesn't it apply to the shared mailbox? It only works on my primary email.

[@HeatherMajors]

@@QuennieRoseCataylo I will have to dig a bit to see what I can find.

[@QuennieRoseCataylo]

@@HeatherMajors Thank you. Also, have you encountered not receiving any new emails in Outlook? trying to fix it by myself but it doesn't work

[@HeatherMajors]

@@QuennieRoseCataylo I read that there was an exchange issue yesterday. That may be the problem. It could also be something your IT needs to investigate as not receiving email is usually an outage or a serious bug.

[@JamilaParham]

Hello! Thank you for the video, it says can't complete request for Inbox. Does it have to be a certain email domain?

[@HeatherMajors]

You and the person need to be on the same tenant, meaning the same Microsoft subscription. If you have a business account and both people were granted access to the same domain it should work. If not, there may be a setting your admin configured that is causing the issue.

[@Thu-AnhHolton]

Hi Heather, Is there a way to send an email on behalf of someone, while removing the "on behalf of" note? I would like to send an email on behalf of someone without announcing it, so that it looks like it came from that person vs. me on behalf of that person.

[@HeatherMajors]

Hi, Outlook has had a lot of changes since I did this video so I went back and checked. As far as I can tell there is not a way to turn off the "on behalf of" when you are a delegate. In my mind that makes sense because it is part of the audit trail that many companies require. But I am not an admin so the only suggestion I have is to ask your admin if that setting can be configured.

[@najmiealiff9359]

what if I do not have permission icon in the inbox. What should I do??

[@HeatherMajors]

The first thing I will ask to make sure we are on the same page is, are you on the web app? When you right click over a folder to delegate your email in the web app it is on the drop down menu. If you right click over a shared mailbox that is not going to work. If you are on the desktop application the delegate functions are buried under the file > Account Settings menu. This video only shows the web app path because it is the easiest one for people to use.

[@BACKSPIN9ball]

Hi Heather. Do you know if there would be issues with a delegate's mailbox who has been granted to 2 mailboxes that also had delegation given to them by other mailboxes. User is all of a sudden experiencing slow performance and folders updating unreasonably much later in time .

[@HeatherMajors]

Hi, where I work some of us have had up to 4 calendars and did not experience problems. Most often the unreasonable update times are due to latency on your network, an older computer that cannot handle the amount of data trying to sync, and Microsoft Service Issues, such as global outages. I think there was an outage in the past week so that may be the issue this time. If I recall correctly the service notice said restored on Friday. I don't have admin access but just remember a friend filling me in.

[@BACKSPIN9ball]

@@HeatherMajors thanks for replying promptly I think it could be related to the outage . What about when the entire mailbox has been delegated to someone else and not just the calendar. And the email that is giving acess also has another email’s delegation ?

[@HeatherMajors]

Sorry I don't know why I said calendar when I meant calendars and mailbox. That daisy chain of events for Person A receiving delegation from Person B when Person C delegated to Person B could be problematic. A best practice suggested where I work is to always have the delegation go from the owner of the mail box to the actual delegate. Involving a box in the middle can lead to some unexpected consequences. Not the least of which is if Person B leaves the company the passthrough connection to Person A is lost. I know some cases where that chain of events does cause some technical issues.

[@feliciaw8287]

Hi Heather, can I delegate access if I have a personal license?

[@HeatherMajors]

No it is not supported on personal accounts according to the Microsoft documentation.