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Collaboration Services: Sharing a Delegated Account in Outlook 2010

This process outlines how to share a mailbox with an individual or multiple individuals. Users can only set up sharing using Outlook 2010. Mac users who need to set up sharing should submit a support request to the Northwestern Information Technology (IT) Support Center. Please make sure to include the NetIDs for each individual that needs access to the account, and the permission level, if known.

Owner: How To Configure A Mail Profile for the Departmental Account

To manage a departmental account, the mailbox owner must configure a separate mail profile in Windows. Mailbox owners will have to switch from their personal profile to the departmental profile to administer the account.

  1. Exit from Outlook 2010 completely.
  2. Click Start.
  3. Click Control Panel.
  4. Click Mail. The Mail Setup window will open.

    Outlook Mail Setup window. The Show Profiles button should be selected.
  5. Click Show Profiles. The Mail window will open.

    The General tab of the Mail window. The Add... button should be clicked.
  6. Click Add. The New Profile window will open.

    New Profile window of Outlook 2010. Your profile name should be entered into the Profile Name field.
  7. Type your profile name in the Profile Name field. 
  8. Click OK.
  9. You will be prompted to configure the departmental account. Your new profile will appear in the profiles list in the Mail window.

    The General tab of the Mail window. The list now shows the newly-created profile.
  10. Click the Prompt for a profile to be used button.
  11. Click OK. (Note: You can change this setting as often as you want.)
  12. Re-start Outlook 2010. The Choose Profile window will open.

    The Choose Profile window upon restarting Outlook 2010. The newly-created profile should be chosen.
  13. Select the profile for the departmental account.
  14. Click OK. Outlook 2010 will open the departmental account.

Owner: How To Share the Account with an Individual (or Individuals)

The mailbox owner must set permissions for each individual that needs access to the account. To share the account correctly, each individual's permission level must be set to Editor.

  1. Open Outlook 2010.

    The Outlook 2010 File tab.
  2. Click on the File tab. The Account Settings window will open.

    The Account Settings menu of the File tab. The Delegate Access option should be selected from the menu.
  3. Click on Account Settings.
  4. Select Delegate Access from the drop down menu. A window similar to the following will appear.

    The Delegates window in Outlook. The Add... button should be clicked.
  5. Click Add in the window. The Delegates window opens.

    The Delegates window listing delegates from the Global Address List. The appropriate delegate should be selected and double clicked, which will add them to the Add field.
  6. Search for the delegate you wish to add by first name.
  7. Once you have found them, double-click on their Name, this will add them to the Add field.
  8. Click OK. A window similar to the following will appear.

    Permissions window for the selected delegate. The appropriate permission levels should be selected from the dropdown menus.
  9. Set the desired permission level for each sub-function (calendar, tasks, inbox, contacts, notes, journal) in Outlook. You can give a delegate access to as many or as few functions as you desire.
  10. Click OK. Your delegate access to the chosen individual(s) has been set.

Owner: How To Set Account Level Permissions on Each Folder

The mailbox owner must then set account level permissions on each folder. Setting the folder permissions at this level is required so that each individual that has sharing access to the account, can see the folders when they configure their mail client.

  1. Right click the email address listed in the navigation pain of Outlook.

    Right-click menu for a selected e-mail address. The Folder Permissions option should be selected.
  2. Select Folder Permissions. A window similar to the following will appear.

    Permissions tab of the Folder Permissions window. The Add button should be selected.
  3. Click the Permissions tab.
  4. Click Add. The Add Users window will open.

    The Add Users window. From the list, the desired user should be double-clicked, and their name should show up in the Add field at the bottom.
  5. Search for each user by first name, and Hit Enter.
  6. A list of possible matches will appear. Double -click on the record you want. (Note: The name will appear in the text box at the bottom of the window. You may add multiple names).
  7. Click OK. The Add Users window will close.

    The Permissions tab. The newly-added user's name is selected. Under the Permissions section, the appropriate permissions should be selected from the available options.
  8. Make sure the correct user is highlighted, and click the Permission Level dropdown and select Editor.
  9. Click OK.

Delegate: How To Add the Shared Account to Your Local Outlook Client

After the account owner has successfully shared the departmental account with an individual (or individuals), each of the individuals can configure their personal Outlook client so the departmental account shows up like another account in their client. If the individual wants to permanently add the account, they should follow the instructions below.

(Note: Individuals using the Outlook Web App (OWA) will be able to search for the account)

  1. Open Outlook 2010.
  2. Click File in the ribbon.

    The Outlook 2010 File tab.
  3. Click Info.

    The Account Settings menu of the File tab under Info. The Account Settings option should be selected.
  4. Click Account Settings.
  5. Select Account Settings in the drop down menu.

    The Account Settings window of Outlook 2010. The appropriate exchange account should be selected, and the Change option should be selected.
  6. Select your Exchange Account.
  7. Click Change. A new window will open.

    Server Settings window after hitting Change. The More Settings button at the bottom-right should be selected.
  8. Click More Settings in the lower-right hand corner. A new window will open.

    The Advanced tab of the more settings window. Next to Open these additional mailboxes, the Add button should be selected.
  9. Click the Advanced Tab.
  10. Click Add. The Add Mailbox window will open.

    The Add Mailbox window. The name of the account you wish to add should be typed in exactly as it appears in the global address list.
  11. Type the name of the account you wish to add exactly as it appears in the global address list. (Note: This can be an individual, group, resource, etc.)
  12. Click OK. The window will close.

    The Advanced tab. In the Open these additional mailboxes list, the new mailbox is listed.
  13. The mailbox will appear in the text box list. 
  14. Uncheck Download shared folders and click OK so the window will close.
  15. Click Next.
  16. Click Finish.
  17. Click Close.
  18. The mailbox will now appear in your navigation pane in Outlook.

    The Outlook 2010 mail pane showing the new mailbox of the account.

Additional Notes:

Last Updated: 19 April 2017

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