Granting Access to Your Email Account

Sharing or Delegating Your Mail

You have the ability to share or delegate your email with other users. Sharing your Inbox allows another user to read, create, edit or delete items, where as Delegating a user allows them to send emails, book meetings or reply to meeting invitations on your behalf, both based on the permissions you assign them.

If you would only like to share your Calendar, click here for instructions.

Sharing your Inbox

Sharing your inbox allows another user to read, create, edit or delete items depending on the permissions you give them. Once you have shared your inbox with a user, they will need to Add the Shared Folder to their e-mail client.

Below are instructions for Windows (Outlook) and Mac (Outlook 2016)

Share your Inbox (Windows)

To share your Inbox, follow these steps in Outlook:

  1. Right-click the Inbox folder and select the Properties button.
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  2. A dialogue box will open. Select the Permissions tab.
  3. Click the Add button and select the individual or group that you want to grant permissions to.
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  4. Select an appropriate permission setting from the Permission Level drop-down menu or set custom permissions using the given options.
  5. Click the OK button to save and apply the permission settings.
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To share your entire mailbox, you must send a request to the ICT Service Desk specifying who should be granted full mailbox access. Alternately, you may want to consider adding the user as a delegate.

Share your Inbox (Mac)

To share your Inbox, follow these steps in Outlook:

  1. Right-click the Inbox folder and select the Properties button.
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  2. A dialogue box will open. Select the Permissions tab.
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  3. Click the Add User... button and type in the NSID or name of the individual or group that you want to grant permissions to.
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  4. Select an appropriate permission setting from the Permission Level drop-down menu or set custom permissions using the given options.
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  5. Click the OK button to save and apply the permission settings.

To share your entire mailbox, you must send a request to the ICT Service Desk specifying who should be granted full mailbox access. Alternately, you may want to consider adding the user as a delegate.

Assign Delegates to your Inbox

Delegates can send emails, book meetings or reply to meeting invitations on your behalf.

Below are instructions for Windows (Outlook) and Mac (Outlook 2016).

Once you have delegated a user, they will need to Add the Shared Resource to their e-mail client.

Add or Remove a Delegate in Outlook (Windows)
  1. Click on the File button and select the Info link.
  2. In the Account Settings drop-down menu, select the Delegate Access button.
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  3. Select the Add or Remove buttons to add or remove delegates.
  4. Use the Permissions button to modify the access that the selected delegate has to your mailbox.
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Add or Remove a Delegate in Outlook (Mac)
  1. Click on the Tools menu and select the Accounts link.
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  2. In the Accounts dialog box, click on the Advanced button.
  3. Click on the Delegates tab.
  4. In the top pane, you can use the + or - buttons to add or remove delegates.
  5. In the bottom pane, you can see which users you are a delegate for.
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Access a Shared or Delegated Folder or Mailbox

If someone has shared a Calendar or Contacts folder with you, you may have received an email with a link to open the folder. You can open this link from Outlook Web App or from Outlook on Windows (Outlook on Macintosh doesn't yet support this feature).

Below are instructions for Outlook Web AppWindows (Outlook) and Mac (Outlook 2016)

If you haven't received an invitation email from a user, if they have granted permission for you to access their Inbox, Calendar, or Contacts, you can click File, Open and then Other User's Folder to open their shared folder from Outlook (this works on both the Windows and Macintosh versions of Outlook).

Open Another User’s Shared Inbox in Outlook (Windows)

  1. Click File, Open and then Other User's Folder 

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Open another User's Shared Inbox in Outlook (Mac)

  1. Select File, Open, Other User's Folder...
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  2. Type in the name or NSID of the person you would like to share with and select the resource you would like to open (assuming they have given you permission to see the selected resource)
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  3. The shared resource should then open, or appear in the left navigation pane.
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Open Another User’s Shared Inbox in Outlook Web App

  1. Go to the Mail window.
  2. Right-click on your name in the panel on the left of the window (right above your Inbox) to display a drop-down menu.
  3. Select the Open Other User's Inbox button.
  4. Enter the NSID of the user who has shared their Inbox with you.
  5. Click the OK button to verify that this is the correct user.
  6. Click the OK button again to add their Inbox to your display.

Open Another User’s Entire Mailbox in Outlook Web App

  1. Click on your name in the upper right hand corner of the Outlook Web App window to display the Open Other Mailbox dialog.
  2. Enter the name of the user who has shared or delegated you access and click the Open button.
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Alternatively, with Outlook Web App you can type in the following URL to open another user's Inbox (provided they have shared it with you):

https://campus.usask.ca/owa/nsid@campus.usask.ca/?cmd=contents&module=Inbox

Requesting Send-as Permission

The Send-as permission grants another user full access to your mailbox and gives them the ability to send messages from your mailbox as if you had sent them. This is a very powerful delegation tool.

If you wish to grant another employee Send-as permission to your mailbox:

  1. Email servicedesk@usask.ca from your account specifying the user to which you wish to grant access.
  2. An ICT employee will contact you to confirm the request before granting permission.
  3. Alternately, you can send a signed memo to the ICT Service Desk with your request.
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