Outlook - Using Email Delegation

Background Information

One valuable feature of Outlook is delegation, which allows users to send email to share important information on behalf of another user or group within the organization. This Job Aide outlines the steps for using email delegation.

Using Delegated Access

To gain access to sending email on behalf of another user or as a representative of a group, please submit a ticket to IT to the attention of the Exchange Administrators. A UARF may be required as well depending on the access being requested.

Once you have been granted Delegation to another user’s or group’s email, use the following steps to help send email on their behalf.

Composing a New Email Message

  1. From the home screen of Outlook, click “New Email”.
  2. On the top ribbon of the email, click “Options”.
  3. The “From” button in the “Show Fields” section should be highlighted, allowing you to select from a dropdown of senders you are authorized to send email from. If not, click the “From” button and the dropdown will appear on the email.
  4. Click on the “From” dropdown in the new email. This will present a drop down of all available accounts you can send email on behalf of.
  5. Click on the account you are sending the email from.
  6. In the “To…” section, fill out the recipients you intend to send this email to.
  7. In the “Subject” section, fill out a brief but appropriate subject for this message.
    • Note – Attach any attachments that should be included.
  8. In the body of the email, be sure to put a descriptive and appropriate message being sent. Remember you are sending this email on behalf of someone else; be sure it’s professional and informative. It is important to include context in the email even brief context, to assure users of its legitimacy and importance.
  9. When you are done, click “Send”.

Forwarding an Email Message

  1. Select the email you’d like to forward, and click “Forward”.
  2. Click on “From” in the email. This will present a drop down of all available accounts you can send email on behalf of.
  3. Click on the account you are sending the email from.
  4. In the “Subject” section, be sure to clear out any existing text and input only the subject of the email you are sending.
  5. In the body of the email, delete any previous information that was forwarded and start with a clean space. Then type out a descriptive and appropriate message being sent. Remember you are sending this email on behalf of someone else; be sure it’s professional and informative.
    • Note - It is especially important when forwarding email on behalf of someone else, that there is some context to the email and that context is accurate to the forwarded message.
  6. When you are done, click “Send”.

 

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