---
title: "Email Delegation and Settings"
canonical: "https://tech.calpoly.edu/space/CPKB/27328558/Email%20Delegation%20and%20Settings"
format: markdown
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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

<details>
<summary>Click to view information on permissions</summary>

The manager will need to submit a [Support Center](https://calpoly.atlassian.net/wiki/spaces/CPKB/pages/513802260) 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.
</details>

### Open Account

<details>
<summary>Click to view how to to open the account in the same browser window</summary>

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 in to the [My Cal Poly Portal](https://myportal.calpoly.edu/) <span style="color: #333333">> </span>**My Apps **<span style="color: #333333">> </span>**Email & Calendar**<span style="color: #333333">.</span>
2. Right-click on the **Folders** link and select **Add shared folder**.
  
3. Enter the manager’s username and click the **Add** button. The manager’s account will be displayed below the assistant's account.
</details>

<details>
<summary>Click to view how to open the account in a separate browser window</summary>

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 in to the [My Cal Poly Portal](https://myportal.calpoly.edu/)<span style="color: #333333"> > </span>**My Apps **<span style="color: #333333">> </span>**Email & Calendar**<span style="color: #333333">.</span>
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**.
</details>

## Form Field

<details>
<summary>Click to see the configuration steps to configure the From field</summary>

Configure the **From** field to send email from the manager. 

1. From a browser, log in to the<span style="color: #333333"> </span>[My Cal Poly Portal](https://myportal.calpoly.edu/)<span style="color: #333333"> > </span>**My Apps **<span style="color: #333333">> </span>**Email & Calendar**<span style="color: #333333">.</span>
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.
</details>

## Differences in delegation behavior

<details>
<summary>Click to view the differences between sending email and signatures</summary>

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. |
</details>

  


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