Delegate and Share Public folders

Delegate and Share Public Folders

Understand Sharing and Delegation

If you are working on a corporate Microsoft Exchange Server, you can use Outlook to share folders and delegate Outlook data between administrators and support staff

• Sharing is most often used by peers who are working on the same project. The shared folder appears under a separate account in the other user's navigation pane. Depending on the sharing permissions, the person may be able to read, create, edit, or delete items in the shared folder.
• Delegation involves granting permission to another person, known as a delegate, to receive and respond to e-mail messages and meeting requests on your behalf. You can also grant additional permissions that allow your delegate to read, create, or edit items in your Exchange account.

 

Set Delegate Permissions on Multiple Item Types

Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account

 

Add a Delegate Permission for Multiple Items

1.   From the Menu Bar, go to Tools menuclick on Accounts…

2.   In the Accounts dialog box, do the following:

• Select the account that you are going to allow access to
• Click on the Advanced button

3.   In the pop-up window, click on the Delegates tab > go to Delegates who can act on your behalf section > click Add 

 

4.   In the Select User dialog box, do the following:

• In the search box, enter the name of the person whose account you want to add
• Click Find button
• Select their name
• Click OK

5.   Another pop-up window will appear allowing you to select what parts of your Outlook account your delegate can view as well as how much they can change or create. For each item type, use the pop-up menu to select the permission level that you want to set for the delegate

• None - no access to any of the items in this section
• Reviewer – read items only. For example, the delegate can read messages in the account owner’s inbox
• Author – read and create items, and modify and delete items that he or she creates
• Editor – read, create, and modify items, including modifying and deleting items that the account owner created.

6.   Check the box next to Send Permissions summary to send a message to the delegate informing them as to what permissions they are allowed

7.   Check the box next to Delegate can see my private items to allow the delegate to see all items, including those marked private

 

 

Manage Delegate Permissions for Multiple Items

1.   From the Menu Bar, go to Tools menu > click on Accounts…  

 

2.   In the Accounts dialog box, do the following:

• Select the account that you are going to allow access to
• Click on the Advanced button

 

3.   In the pop-up window, click on the Delegates tab and do the following:

• Under Delegates who can act on your behalf section, select the delegate’s name you want to modify the access permission
• Click Action  button > choose Set Permissions

4.   Another pop-up window will appear allowing you to select what parts of your Outlook account your delegate can view as well as how much they can change or create. For each item type, use the pop-up menu to select the permission level that you want to set for the delegate

• None - no access to any of the items in this section
• Reviewer – read items only. For example, the delegate can read messages in the account owner’s inbox
• Author – read and create items, and modify and delete items that he or she creates
• Editor – read, create, and modify items, including modifying and deleting items that the account owner created.

 

Remove a Delegate Permission for Multiple Items

1.   From the Menu Bar, go to Tools menu > click on Accounts…  

2.   In the Accounts dialog box, do the following:

• Select the account that you are going to remove access permissions
• Click on the Advanced button

3.   In the pop-up window, click on the Delegates tab and do the following:

• Under Delegates who can act on your behalf section, select the delegate’s name you want to remove the access permission
• Click Remove button

 

Become a Delegate or Stop Being a Delegate

• Before you can become a delegate, another person must grant you delegate access to a Microsoft Exchange account. You may receive an e-mail notifying you that you have delegate access. Then, to access the items that you are a delegate for, you must add the person who granted you access to your People I am a delegate for list. When you want to stop being a delegate for someone, you need to remove the person from the list.
• To become a delegate, you need to have a Microsoft Exchange account

 

Become a Delegate for Someone Else

1.   From the Menu Bar, go to Tools menu > click on Accounts… 

2.   In the Accounts dialog box, do the following:

• Select the account that you are going to use to become a delegate 
• Click on the Advanced button



3.   In the pop-up window, click on the Delegates tab > go to Delegates who can act on your behalf section > click Add   to add delegates 

 

4.   In the Select User dialog box, do the following:

• In the search box, enter the name of the person who has added you as a delegate
• Click Find button
• Select their name 
• Click OK

 

Stop Being a Delegate

1.   From the Menu Bar, go to Tools menu > click on Accounts… 

2.   In the Accounts dialog box, do the following:

• Select the account that you are going to use to become a delegate 
• Click on the Advanced button

3.   In the pop-up window, click on the Delegates tab > go to People I am a delegate for section > click Delete

 

 

Set Delegate Permission Folder by Folder

This option is useful if you do not want your Delegate to see your entire Inbox, but you do wish them to have access to a specific folder in your Inbox

 

Add Delegate Permission for a Single Folder

1.   In the Navigation Pane, click the folder that you want to change permission

 

2.   From the Ribbon, go to the Organize tab > click on the Permissions button

 

3.   In the Folder Properties dialog box, do the following:

• Under Permissions tab, click Add User… button

4.   In the Select User dialog box, do the following:

• In the search box, enter the name of the person whose account you want to add 
• Click Find button
• Select their name
• Click OK

 

Manage Delegate Permission for a Single Folder

In the Folder Properties dialog box, do the following:

1.   Under Name column, click the name of the person you want to change the permission for     

2.   On the Permission Level pop-up menu, click the access level that you want

 

3.   To customize the permission levels, select the check boxes for the specific items that you want to grant access to

4.   Under Edit Items and Delete Items, click the permission level that you want.

5.   Click OK button

 

 

 

Remove a Delegate Permission for a Single Folder

1.   In the Navigation Pane, click the folder that you want to change

2.   From the Ribbon, go to the Organize tab > click on the Permissions button

3.   In the Folder Properties dialog box, do the following:

• Under Name column, select click the name of the person you want to remove the access permission
• Click Remove… button
• Click OK button

 

Quick tips

• If you allow a Delegate access to your Calendar or Contactsand you have events or people you do not wish them to see, do the following:
  • Select the event or contact
  • From the Ribbon, go to Home tab > click the  Private button