Change permissions of delegate to private items

Procedure

 

Open Delegate Access Settings

  1. Open Outlook.
  2. Select Settings (gear icon) in the upper-right corner.
  3. Select Accounts.
  4. Select Delegate Access.

The image displays a screenshot of the Account Settings menu in an email client interface, likely Microsoft Outlook. The Account Settings dropdown menu is open, showing various options. The background is dark, with white and light blue text for clarity. The options listed in the dropdown, highlighted by graphical icons representing each setting, include "Account Settings," "Account Name and Sync Settings," "Delegate Access," "Download Address Book," "Manage Mobile Notifications," "Change Profile," and "Manage Profiles." The "Delegate Access" option is circled in red, emphasizing its importance. To the right, there are sections with additional options for managing the account. At the bottom, there are options for managing add-ins.

Modify Delegate Permissions

  1. Locate and select the delegate whose permissions you want to modify.
  2. Select Permissions or the delegate's permission settings.

Allow Access to Private Items

  1. Locate the option labeled Delegate can see my private items.
  2. Enable the checkbox to allow the delegate to view items marked as Private.
  3. Select Save.

Screenshot of the Microsoft Outlook Classic "Delegate Permissions" window for a delegate named "UWIT HelpDesk." The window shows permission levels for several Outlook folders. Calendar and Tasks are both set to "Editor (can read, create, and modify items)." Inbox, Contacts, and Notes are set to "None." A checked option indicates that the delegate receives copies of meeting-related messages sent to the user. At the bottom of the window, the checkbox labeled "Delegate can see my private items" is checked and highlighted with a red rectangle, emphasizing the setting that allows the delegate to view items marked as private. The OK and Cancel buttons appear at the bottom of the dialog box.

  1. Alternatively, deselect the check box to hide private appointments from the delegate. 

Screenshot of the Microsoft Outlook Classic "Delegate Permissions" window for a delegate named "UWIT HelpDesk." The dialog displays folder permission settings, with Calendar and Tasks set to "Editor (can read, create, and modify items)," while Inbox, Contacts, and Notes are set to "None." A checked option indicates that the delegate receives copies of meeting-related messages sent to the user. Near the bottom of the window, the checkbox labeled "Delegate can see my private items" is visible and highlighted with a red rectangle. In this screenshot, the checkbox is not selected, indicating that the delegate does not have permission to view items marked as private. The OK and Cancel buttons are displayed at the bottom of the window.

Marking Calendar Items as Private

To mark an appointment or meeting as private:

  1. Open the appointment or meeting in your calendar.
  2. Select the Private option from the ribbon.
  3. Save the item.

Screenshot of an Outlook Classic calendar appointment window titled "Dr. Appointment." Red annotation boxes and arrows highlight the steps required to mark a calendar item as private. The Appointment tab on the ribbon is outlined in red, and arrows point to the Tags group. The Tags menu is expanded, displaying the Private option with a lock icon. The annotations indicate that users should select the Appointment tab, open the Tags menu, and choose Private to mark the appointment as private so that delegates without private-item permissions cannot view its details.

 

Note: Delegate Access settings are available in Classic Outlook. These settings are not currently available in New Outlook or Outlook on the Web in the University of Wyoming Microsoft 365 environment.

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