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Give Someone Access to your Mail and Calendar in Outlook 2007

Give Someone Access to your Mail and Calendar in Outlook 2007

Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Outlook to allow another person, known as a delegate, to receive and respond to e-mail messages and meeting requests and responses on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have more control over items in Outlook, such as Calendar and Contacts.

In this article

  • About Delegate Access
  • Turn on Delegate Access
  • Change permissions for your delegate
  • Choose items that can't be viewed by a delegate

Turn on Delegate Access

A delegate automatically receives Send on Behalf permissions. This means your delegate can do the following:

  • Respond to a meeting request sent to you, the manager.
  • Receive meeting request responses sent to you, the manager.
  • Compose and send an e-mail message that, when received, will have Delegate Name on behalf of Manager Name next to From.

By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

  • Right-click on your name or e-mail address (above the inbox in the left hand Outlook panel) and click Change Sharing Permissions
  • Click Add.
  • Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

NOTE: The delegate must be a person in your organization's Exchange Global Address List.

  • Click Add, and then click OK.
  • Ensuring the person’s name is highlighted, tick the Folder visible box
  • Click OK
  • Now, from the Tools menu, click Options.
  • Click the Delegates tab, and then click Add.
  • Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
  • Click Add, and then click OK.
  • In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.

If a delegate needs permission to work with meeting requests and responses only, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, is sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

NOTE: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder, because after the delegate responds to the meeting on your behalf, the meeting is automatically added to your Calendar folder.

  • To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
  • If you want, select the Delegate can see my private items check box.

 IMPORTANT   This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

  • Click OK.

NOTE: Messages sent with Send on Behalf permissions include both the delegate's and manager's names next to From. When a message is sent with Send As permissions, only the manager's name appears. See the About Delegate Access section for more information about Send As permissions.

Change permissions for your delegate

  • On the Tools menu, click Options, and then click the Delegates tab.
  • Click the name of the delegate for whom you want to change permissions, and then click Permissions.

NOTE: If you want to remove all Delegate Access permissions, click Remove and skip the remainder of these steps.

  • Change the permissions for any Outlook folder that the delegate has access to.
  • To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

NOTE: If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select theDelegate receives copies of meeting-related messages sent to me check box.

Choose items that can't be viewed by a delegate

If you have given permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Options group, click Private.

If you want a delegate to see your private items, do the following:

  • On the Tools menu, click Options, and then click the Delegates tab.
  • In the list, click the name of the delegate to whom you want to give permission to see your private appointments.
  • Click Permissions.
  • Select the Delegate can see my private items check box.

IMPORTANT: You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your CalendarContacts, or Tasks folder. A person who is granted Reviewer (can read items) permission to access your folders could use programmatic methods or other e-mail programs to view the details of a private item. Use the Private feature only when you share folders with people whom you trust.

[Keywords: Mail, Permissions, Delegates, Calendar, Contacts, Reviewer, Outlook 2007]

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  1. Graeme Orchard

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