Entourage 2008 Calendar: Sharing your individual calendar

About sharing and delegation of an Individual

You can share or delegate your Microsoft Exchange calendars, address books, and e-mail folders.

Important: To use sharing and delegation, both you and the other user must have mailboxes on a server running Microsoft Exchange Server.

By using sharing, you can give another user access to your Microsoft Exchange calendars, address books, or mail folders. The shared folder appears under a separate account in the other user's mail folder list, and the person can read your events, contacts, or mail messages. If you give the user permission, the person can also create, edit, and delete items in the shared folder.

By using delegation, your delegate can view invitations and mail messages that are sent to you. With your permission, the delegate can send and reply to invitations and messages for you. Both your account name and your delegate's account name appear on the invitation or message.

Note: When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

When you share a folder, you can set permissions that define what each user sharing the folder can do:

Permission level Activities a sharing user can perform
Owner Create, read, modify, and delete all calendar, address book, private and public folder, and mail folder items. As an owner, a user can change the permission levels others have for the folder.
Publishing Editor Create, read, modify, and delete all items, and create subfolders.
Editor Create, read, modify, and delete all items.
Publishing Author Create and read items, create subfolders, and modify and delete items you create.
Author Create and read items, and modify and delete items you create.
Nonediting Author Create and read items, and delete items that you create.
Reviewer Read items only.
Contributor Create items only.
Custom Perform activities defined by the folder owner.
None Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder.

When you add a delegate, you can give the delegate separate permission levels for your calendar, inbox, and address book folders:

Permission level Activities a sharing user can perform
Author Read and create items, and modify and delete items he or she creates. For example, a delegate with Author permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf.
Editor Do everything an author can do, plus modify and delete items that the account owner created.
Reviewer Read items only. For example, the delegate can read messages in the account owner's inbox.


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Sharing

To share a calendar, address book, or mail folder, both you and the user that you want to share with must have Microsoft Exchange accounts.

Click Mail then select your Microsoft Exchange IRIS account. In the folder list click the address book, calendar, or mail folder that you want to share.


Send Shared Calendar
Figure: Send Shared Calendar
Open the Edit menu, click Folder Properties.
Edit Menu
Click the Permissions tab, then click Add User.
Calendar Permissions
Figure: Calendar Permissions
Type the name of the user, and then click Find.
Look Up User
Figure: Look Up User
In the search results, click the user's name, and then click OK. If the user's name does not appear in the search results and you know the domain name, account ID (user id), and account type of the user, click Advanced.
Select User
Figure: Select User
In the Permissions list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want. To customize the user's permission levels, select or clear the check boxes. You may also change the options for Edit Items and Delete Items.
User Permission Levels
Figure: User Permission Levels
Note When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

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Stop Sharing

Click Mail then select your Microsoft Exchange IRIS account. In the folder list click the address book, calendar, or mail folder that you want to stop sharing.
Send Shared Calendar
Figure: Send Shared Calendar
On the Edit menu, click Folder Properties.
Edit Menu
Click on the Permissions tab, click the name of the user that you want to stop sharing with. To temporarily suspend access, on the Permission Level pop-up menu, click None. Or, to permanently stop sharing with the person, click Remove.
Remove User Permissions

Tip: 

If you change the permission level to None, the user remains on the list, which allows you to quickly reinstate permissions later. If the calendar, address book, or mail folder has Folder Visible permissions assigned, the folder is still visible to the user when you suspend access.



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Delegation

All delegation settings are available on the Delegate tab in your Microsoft Exchange account settings. This is where you add delegates and manage their permissions.

Click Tools then select Accounts.


Tools Menu
Double-click your Microsoft Exchange account.
Exchange Account
Click the Delegate tab.
Delegate Tab
Notice that there are two areas: one for account owners to add delegates, and one for delegates to add account owners.
Delegate Properties

Add a delegate 

Before another Microsoft Exchange user can act on your behalf, you must add the person as a delegate. As your delegate, the person can send and respond to your Microsoft Exchange e-mail, schedule and respond to calendar events for you, and access any Microsoft Exchange folders that you give them permission to work with. You can add multiple delegates, and give them varying levels of access to your folders.

Important 

After you add a delegate, that person must add you as someone that they're a delegate for. This procedure is covered in the Act as a Delegate section.


Under My Delegates, click Add.
Delegate Items Add
Type the name of the person who you want to add as a delegate, and then click Find. Select the name, and then click OK.
Find User

Set folder permissions 

Permissions determine to what extent a delegate can use your Microsoft Exchange Inbox, calendar, and address book folders. For your convenience, you can set different permission levels for each folder. For example, you might allow a delegate to see the contents of your address book and create and respond to calendar events on your behalf, but not read e-mail messages in your Inbox.

On the Calendar pop-up menu, click a permission level.


Delegate Permissions

Note: The permission levels, from most permissive to most restrictive, are Editor, Author, Reviewer, and None. For a more thorough description of permission levels review the table delegate table on page two of this document.

Set the permission level for the Inbox and Address Book pop-up menus. To notify the person that you made him or her a delegate, select the Send a message to delegate summarizing these permissions check box and then click OK.


Send email about delegation

Become a delegate for an account owner 

Before you can act on behalf of an account owner, you need to add yourself as their delegate. This is the final step in establishing the delegation relationship.

Important 

Before you can become a delegate for someone else, that person must add you as a delegate.

Click Tools > Accounts.


Tools Menu
Double-click your Microsoft Exchange account.
Exchange Account
Click Delegate, and then under Users I am a delegate for, click Add.
Delegate Items Add
Type the name of the account owner, and then click Find. Select the name, and then click OK.
Delegate Names
Notice that the person is listed in the Users I am a delegate for box. Click OK.
Users I am a delegate for

View delegated folders in Entourage 

After an account owner makes you a delegate, you can access their Microsoft Exchange folders from your Entourage folders list. You will see only the folders that the account owner has given you permission to access.

Click Mail . In your folder list, click the arrow next to the account that you’ve been given permissions on (owner's Microsoft Exchange account).

Tip: If you don't see the folder list, click View then select Folder List.


View Delegates Folders
Figure: View Delegates Folders
Click the folder that you want to open (for example, Calendar1). Notice that the account owner's Microsoft Exchange calendar appears.
Account Owners Calendar
Figure: Account Owners Calendar
Hint: If the account owner removes you as a delegate, their Microsoft Exchange folders will not appear in your folder list.

Create an Event on behalf of the account owner

As a delegate, you might need to help manage the account owner's calendar. Depending on the permissions that the account owner sets, you can schedule, update, and respond to events on their calendar.

Verify that you are in the calendar that you have delegate access to.

Click Calendar , and then click New . You can also create an event in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in the new event window.


Event on behalf of owner
Figure: Event on behalf of owner
Enter the details for your new event.
Event Details
Figure: Event Details

Inviting People to Your Event 

You can invite others to your event by clicking the Invite button and then type the invitees’ names in the To: field in the invitee box. After you have entered the names for all of the individuals you wish to invite, close the To: box by clicking on the small gray square located in the top left corner of the box.


New Event Invite People
Figure: New Event Invite People
Click the Scheduling tab to find out whether your invitees are free or busy. If all of the people you wish to invite are available, click the Send Now button and the event will be added to the schedule. The individuals invited to the event will receive an email asking them to accept or decline your invitation.
New Event Scheduling
Figure: New Event Scheduling

Respond to a calendar event on behalf of the account owner 

In the account owner's Microsoft Exchange folder list, click Inbox.


Accept Event
Double-click the e-mail that contains the invitation.
Invitation
Click Accept.
Accept Event Icon
To send a response, click Yes, with comments or Yes, without comments, and then click OK. If you select Yes, with comments an email message window will open with the recipient and subject lines already completed. Type your comments in the body of the messages and then click the Send button. If you select Yes, without comments a response will be sent automatically.
Reply with comments
This is how the acceptance e-mail appears in the recipient's Inbox, indicating that you accepted the invitation on behalf of the account owner.
Event Accepted Email
Hints: If an account owner marks a calendar event as private, delegates can't respond to the event.

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Training & Documentation


A list of documents that explain how to perform a variety of calendar operations using the Entourage 2008 client.


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