Manage who can access your Mail, Calendar, and Contacts

Use the Delegation feature to give a person or a group of people access to parts of your mail file. For example, give an administrative assistant access to the calendar to manage your meetings.

About this task

Currently, your delegate must use another client such as IBM® Notes® or IBM® iNotes®, rather than Microsoft Outlook.


  1. From Microsoft Outlook, click File and then click IBM Mail.
  2. Click Delegation and select Manage My Delegates.
  3. Click Add Delegate.
  4. Select the address book that contains the name of the user or group that you want to give access to.
  5. Select the name of the person or group and then click OK.
    Tip: If the list of names is long, use the search options to narrow it.
  6. In the Manage My Delegates window, select the desired access option and permissions for the delegate in the table.
    Table 1. Access options and permissions
    Option Description
    Mail, Calendar and Contacts
    Allows access to mail in addition to the calendar and contacts. The following permissions are available:
    • Read only
    • Read and Create
    • Read, Create, and Edit
    • Read, Create; Delete what they create
    • Full Access
    Calendar and Contacts
    Allows access to calendar and contacts only. The following permissions are available:
    • Read only
    • Full access
  7. To remove access, click X for an entry in the Delegate table.
  8. Click OK to save changes and close the Manage My Delegates window.