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Outlook allows you to grant access to other users of Outlook (in the organisation) to your mailbox. This can either be done via
If you choose either method to give someone else access to parts (or all) of your mail folders, you should give serious consideration over any confidential information that you might hold or receive. You might instead want to consider using a role based mailbox or use of rules can help to automatically move certain incoming items to folders which are private to you.
Below are shown examples of both ways of granting others permission over your mailbox along with details on how others can then exercise this permission (either if they have been given Delegate access or Specific folder access.
Delegate Access is typically given to someone who needs to manage your calendar or inbox on your behalf. This also means that they can send emails on behalf of you and should they reply to an email sent to you, the recipient (if they are also using outlook) will see the mail as coming from (eg) Tuck, Friar on behalf of Marian, Maid (here, Friar Tuck was maybe replying to an email in Maid Marian's mailbox.
To grant someone Delegate access, select the Tools menu, then Options, and then the Delegates tab
Click on the Add button, then start to type the delegates surname in the box marked Type Name or Select from List
As you type the surname, the list below will move towards the correct entry. Once it is in sight, click on the correct user to highlight the name, then click in the Add box to place them in the bottom box. Click OK
The default Delegate access is to access your calendar and tasks as an editor (i.e. your delegates may read, create and modify calendar and tasks items). Should you wish to alter the permissions, modify them in this page
Then click OK twice to complete the task. Note that you at this point you can automatically send the delegate and email summarising this and you can also choose whether the delegate can see items marked private - this can be done on calendar and task items by right-clicking and choosing Private from the menu. This prevents the delegate from seeing the content of the item using Outlook, but doesn't prevent them from seeing that you have something pencilled in, or from reading the item using some other program. If you really have items you want to keep private, it is best to create another calendar, and not allow other users permission to read it.
Assuming that you have been granted delegate access to a mailbox, the most simple way of accessing the mailbox resource from Outlook is to simply use File -> Open -> Other Users' Folder... and then select the mailbox and folder.
From the File menu. select Open, then Other Users Folder
Type the users name in the box, and select the folder you wish to see, then click OK. On a default setup, you'll see that the folder in the central pane is now that of the delegate (Marian, Maid - Inbox)
Delegate Access, as described above, gives access only to the main folders (Inbox, Calendar, Tasks, Contacts, Notes and Journal). Should you wish to give users access to folders other than these, or you do not wish the user to be able to send email on your behalf, you can set explicit access permissions on your folder hierarchy.
In the Folder List on the left-hand of the Outlook window (if this is not visible, select the View menu and click Folder List) right-click on Outlook Today ... and click on Properties. Then click on the Permissions tab
Click on the Add button, then start to type the delegates surname in the box marked Type Name or Select from List. As you type the surname, the list below will move towards the correct entry. Once it is in sight, click on the correct user to highlight the name, then click in the Add box to place them in the bottom box. Click OK
Click on OK. Note that the specified user has been added, but still with the default properties. Click on the user's name, then set the required properties in the Roles box. NOTE: In general, you only need to give Folder visible permissions at the top of your mailbox.
N.B. Be very careful that it is the user you have just added whose name is highlighted. Earlier versions of Outlook reach this point with the Default user highlighted: if this is not rectified, you will give everyone access to your mailbox.
At this point, you have given the user access to the mailbox but not anything contained in it. So, to finish the process, Marian now needs to repeat the process on her Inbox, first by right-clicking on it and choosing Properties and selecting the Permissions tab and again adding Robin Hood and clicking OK.
This time, Marian has given Reviewer access to her Inbox folder. Clicking OK finishes the process.
NOTE: This permission will also be given to any new folders created under the Inbox (and so should be removed from any folders you wish to keep private). It is not applied to existing folders: the access permissions to these folders is still the default. So, for any folders you wish the user to have access, such as the Inbox, right-click on the folder in the Folders List, select properties, and repeat the above procedure to give suitable permissions on the folder
As Robin isn't a delegate of Marian's, he can't (necessarily) use the same mechanism previously described to access selected mailbox folders (File -> Open -> Other Users' Folders... if you recall). Instead, it is better for Robin to include Marian's mailbox (or at least the parts he has been given access to) in his Outlook Folders. Here's how.
First start outlook. Notice that in the Mail Folders pain, Robin can see his mailbox and folders.
Right-click on Mailbox - Hood, Robin then select Properties
Click on Advanced, then the Advanced tab and click on Add... to get the Add Mailbox dialog box
Select the correct user (the syntax =username is most convenient), and click OK
Then click OK 2 times to return to the Outlook window. The users folders will now be seen as part of your folder hierarchy.
TIP: It is quite often handy for delegates to access another mailbox in this way too - this is possible if the mailbox owner grants both delegate access and folder visible access at the top of their mailbox. The delegate can then open the folders to which they have permission in the same manner as that just described.
If you are a Delegate, you may choose to send your email on behalf of your delegatee. When composing an email, click on the Options icon, and then on Show From Field and you will see a new header field appear. In this you may type the name of the delegatee. The mail will then be delivered as being sent on their behalf.
When you send an email of behalf of a delegatee, the sent copy is stored in your Sent Items folder. So it is good practice also to send a BCC to the delegatee, as shown above. This ensures that they are informed of what has been said.
When email is sent on behalf of someone of whom you are a delegate, this is recorded in the message headers. Outlook takes this into account when displaying the message, although other mailers may not. When Robin Hood reads the message, he sees
If, however, Maid Marian had sent the same message on behalf of the role-based mailbox Merry Men, it would appear as