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Permission to act on behalf of another person via email is referred to as delegate access. The below articles reference delegate ("assistant") and the delegator ("manager"). 

Permissions

Expand
titlePermissionsClick to view information on permissions

The manager will need to submit a Support Center request asking for Full Access be granted to the assistant and specify whether Send on Behalf or Send As rights should be granted.

  • Full Access - Allows the assistant to open the manager’s mailbox and behave as the manager.

  • Send on Behalf - Allows the assistant to send email on behalf of the manager. The From line of the message indicates that the message was sent by the assistant on behalf of the manager.

  • Send As - Allows the assistant to send email from the manager’s mailbox. The message will appear to have been sent by the manager.

Open Account

Expand
titleOpen Click to view how to to open the account in the same browser window

If the assistant opens the manager’s mailbox as a shared folder, the assistant will see the manager’s Inbox and mail folders below their own account.

  1. From a browser, log  log in to the My Cal Poly Portal >  > My Apps > Email & Calendar.

  2. Right-click on the Folders link and select Add shared folder.

    Folder is right-clicked. In folder menu, 'Add shared folder' is highlightedImage RemovedFolder is right-clicked. In folder menu, 'Add shared folder' is highlightedImage Added

  3. Enter the manager’s username and click the Add button. The manager’s account will be displayed below the assistant's account.

Expand
titleOpen Click to view how to open the account in a separate browser window

If the manager’s mailbox is opened using the account option, the assistant will see the manager’s Inbox and mail folders in a separate browser window.

  1. From a browser, log  log in to the My Cal Poly Portal > My Apps > Email & Calendar.

  2. In the top right corner, click on your profile picture and select Open another mailbox.

  3. Enter the manager’s username and click Open.

Form Field

Expand
titleConfigure Click to see the configuration steps to configure the From field

Configure the From field to send email from the manager. 

  1. From a browser, log  log in to the the My Cal Poly Portal > My Apps > Email & Calendar.

  2. Open a new message.

  3. Click on the From button and select Other email address…

  4. Enter the username of the manager in the From field.

  5. Complete the message and send the email.

Differences in delegation behavior

Expand
titleSending email, signatures, and delegation differencesClick to view the differences between sending email and signatures

When sending email as or on behalf of the manager, click on the From field to select the manager’s account.

There are some differences in delegation behavior depending on how the account was opened.


When Opening the Account in the Same Browser Window

When Opening the Account in a Separate Browser Window

Signature

The signature will be that of the assistant. An email template can be used to create a signature for the manager.

The signature will be that of manager.

Sent Items

Messages are saved to the assistant’s Sent Items folder. The message can be manually moved to the manager’s Sent Items folder.

Messages are saved to the manager’s Sent Items folder.

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