Outlook 2011: Sharing and Delegation of an Individual Email Account

Before you begin

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 delegate 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 create

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 Calendar then select your Microsoft Exchange calendar that you desire to share.

 Outlook 2011 Calendar option

 Calendar list

Right click on the calendar you desire to share and select “Sharing Permissions”.

 Calendar menu

Click the "Add User" button

 Calendar Permissions (Add User highlighted)

Type the name of the user, or account ID (User ID) and then click Find 

 Select User

In the search results, click the user’s name, and then click OK. 

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.

 Permission Level menu
 

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 Calendar then select your Exchange calendar that you desire to stop sharing.

On the File menu, click Folder >Permissions.

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.

 Permission Level menu

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.

 Remove Delegate

Select your Exchange account in the account window.

 Tools menu

Click the Advanced button.

 Accounts window

Click the Delegates tab.

 Advanced Account Settings

Notice that there are two areas: one for account owners to add delegates, and one for delegates to add account owners.

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 Delegates who can act on my behalf, click 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.

 Delegates tab

 Select 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.

 Permission options

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.


Become a delegate for an account

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

 Accounts window

Click the Delegate tab, and then under People I am a delegate for, click Add.

 Delegates tab

Type the name of the account owner, and then click Find. Select the name, and then click OK.

 Select User

Notice that the person is listed in the Users I am a delegate for box. Click OK.


View delegate folders in Outlook

After an account owner makes you a delegate, you can access their Microsoft Exchange folders from your Outlook 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.

Click the folder that you want to open (for example, Calendar1). Notice that the account owner's Microsoft Exchange calendar appears.

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.

 Outlook 2011 Calendar option

 Calendar list

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.

 New Meeting

Enter the details for your new event.

 Meeting setup window


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.

 Scheduling Assistant

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.


Respond to a calendar event on behalf of the account owner

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

Double-click the e-mail that contains the invitation

Click Accept, Tentative, or Decline

 Event Response

To send a response to an event, click Respond, with comments or Respond, without comments. If you select Respond, 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 Respond, without comments a response will be sent automatically.

Hints:  If an account owner marks a calendar event as private, delegates can't respond to the event



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Outlook 2011 is the latest full featured email and calendaring device provide by Microsoft for use with the Macintosh OS. 

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