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Delegate Permissions

Delegate Access in Outlook 2000

Just as you might have an assistant who helps you manage your incoming paper mail, Microsoft Outlook provides similar functionality by making it possible for you to give another person delegate access to your Inbox and any other Outlook folder you want. The process of granting permission to someone to open your folders, create items, and respond to requests for you is called delegate access.

If you want to use the Delegate Access feature with the Remote Mail feature, your mail must be delivered to your mailbox on the server, not to a personal folder file (.pst) on your hard disk.

The Delegate Access feature is available only in Microsoft Exchange Server. You must be connected to the server. The add-in that contains the Delegate Access feature must be set up. To check this, click the Tools menu, and then click Options. On the Other tab, click Advanced Options, and then click Add-in Manager. Check to see whether the Delegate Access check box is available and selected. If the Delegate Access check box is not available, you must set up the add-in.

1. On the Tools menu, click Options.
2. Click the Other tab.
3. Click Advanced Options, and then click Add-in Manager.
4. To install or uninstall an add-in, select or clear the check box next to the add-in you want.

If the add-in you want is not listed, you need to install it. To install an add-in, click Install. In the box, click the add-in (.ecf file) you want, and then click Open.

If the add-in (.ecf file) you want does not appear, you must install it by using the Microsoft Outlook Setup program.

To remove an add-in, in the Add-in Manager dialog box, clear the check box next to the add-in you want to remove.

As the person granting permission, you determine the level of access the delegate has. If you grant someone access to your folders, that delegate has access to the personal items in the folders. To give a person any level of delegate access means that the person has permission to send messages on your behalf, and if that person has access to your Inbox, that person can reply to your mail on your behalf. The delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you.

Delegate Access permissions

With any delegate access permission listed below, you have send-on-behalf-of permission. This means that, as a delegate, you can add the From box (in a new message, on the View menu) to e-mail messages, and then send the messages on your manager's behalf. Messages sent this way contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

A delegate must have both editor permission in a manager's Calendar or Tasks folder and reviewer permission in the manager's Inbox to accept meeting or task requests for the manager.

If a manager selects the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab (on the Tools menu, click Options), then the delegate does not need reviewer permission in the manager's Inbox; the meeting requests and responses go directly to the delegate's Inbox.

With this permission	As a delegate, you can
Author	Read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.
Custom	Perform activities defined by the manager.
Editor	Read and create items, and modify and delete any item. For example, a delegate can reply to messages, task requests, and meeting requests for the manager.
None	No permission. Cannot open the folder.
Reviewer	Read items only. For example, read messages in another person's Inbox.

If you receive notification that you have been granted delegate access permission, you can open another person's Outlook folders. To do this, click the File menu, point to Open, and then click Other User's Folder.

Set sharing permissions for a folder

1. If the Folder List is not visible, click the View menu, click Folder List, and then select the folder you want to share with another person.
2. Right-click the folder you want to share, and then click Properties on the shortcut menu.
3. Click the Permissions tab.
4. Click Add.
5. In the Type name or select from list box, type or select the name of the person you want to grant sharing permissions to.
6. Click Add, and then click OK.
7. In the Name box, click the name of the person you just added.
8. In the Roles box, click the permissions you want.

TIP

To set permissions for all your Outlook folders simultaneously, use the options on the Delegates tab (on the Tools menu, click Options).