The departmental account "owner" (the person who requested the account) needs to assign permission to anyone else who should have access to that account. Once this permission is granted the "delegates" can view the departmental account in their Outlook Folder List. In other words, both their own personal mailbox and the departmental mailbox are available at the same time. Instructions for assigning permissions and accessing departmental accounts are below.
If you need assistance with these instructions please call the IT Customer Service Center at 864-8080.
An Outlook profile contains specific information about an account. If more than one person uses your computer, or if you own a departmental account, you need to set up additional Outlook profiles to access multiple accounts. Instructions for creating new profile are available for Windows or Macs.
After you set up a new profile you will want to change your Outlook settings to prompt for a profile when you launch Outlook. Instructions for changing Outlook settings to prompt for profile are available for Windows or Macs.
If you want others to be able to see the calendar, read and/or respond to incoming email, etc., you will need to grant them permission to do so. If you use the Delegates tab to assign permission then that person will have permission to send messages on your behalf. If you use the individual folder method then that person can only access that folder and will not be able to send messages on your behalf.
Using Delegates tab:
Granting access via the Delegates tab (Tools menu, Options...) gives another user the ability to only open the Inbox, Contacts, Calendar, Journal, Notes, and Tasks folders. When you give a person any level of delegate access to any of these six folders, that person has permission to send messages on your behalf. If that person has permission to access your Inbox, that person can reply to your mail on your behalf. The delegate can also organize meetings on your behalf, respond to meeting and task requests sent to you, and view your private items.
Do not use the Delegates tab in either of the following situations:
- You want to grant a user permission to view folders but do not want to grant "Send on Behalf Of" permission.
- You want to give another user access to folders other than Calendar, Contacts, Inbox, Journal, Notes, or Tasks. See Granting permissions for individual folders if you want to grant access to other folders.
- From the Main window, click the Tools menu and select Options.... The Options dialog box appears.
- Click the Delegates tab.
- Click Add....
- In the Show Names from the: field, Global Address List is the only option. Locate and select the name of the person you want to appoint as your delegate. (Only users on the Exchange Server can access your folders.)
- Click Add-> to place that person's name in the Add Users field.
- Repeat steps 4 & 5 for each user to whom you want to grant delegate access.
- Click OK. The Delegate Permissions dialog box appears.
By default, the Calendar and Tasks folder permissions are set at Editor and the Delegate receives copies of meeting-related messages sent to me field is checked. If you do not want your delegate to receive copies of meeting requests and responses sent to you, uncheck this field.
For each of the Outlook folders listed on the dialog box you can choose to allow the delegate to have any of these permissions: None, Reviewer, Author, and Editor.- Click the drop-down list next to any folder and select the permission you want to give.
- If you want Outlook to send a message to the delegate informing that person about the permissions you are giving them, check the Automatically send a message to delegate summarizing these permissions field.
- If you have given the delegate permission to access any folder(s) that contains items you have marked as Private, check the Delegate can see my private items field if you want them to be able to access those private items. Otherwise, leave the box unchecked.
- Click OK to close the Delegate Permissions dialog box. The Options dialog box reappears listing the delegate you added.
- If you gave Editor permission for your Calendar folder to a delegate and selected the Delegate receives copies of meeting-related messages sent to me field, then you can have all your meeting requests and responses sent to your delegate. To specify that meeting requests and responses that you receive are sent to the delegate, click the Send meeting requests and responses only to my delegates, not to me field. These types of messages do not appear in your Inbox.
- Click OK to close the Options dialog box.
Granting permissions for individual folders
Access to one of your Exchange folders can be restricted to a single individual or a group of people. You can define specific permissions for each user.
Outlook does not provide the ability to send a notification to users with whom you have shared your folders as you can when setting delegate access. You will have to do this manually.
- Right-click the folder for which you want to assign permissions and select Properties from the submenu. The Properties dialog box for that folder appears.
- Click the Permissions tab.
- Click Add.... The Add Users dialog box appears.
- Type the name of the person for whom you want to assign permissions.
- Click Add -> to move the selected name in the Add Users field.
- Click OK. The Properties dialog box reappears listing the name of the new person. By default, the Role of the new name is set at None.
- Select the new user. Either assign a role to the new user or select the individual permissions you want that person to have.
- Author -- Create, read, modify, and delete own items and files.
- Contributor -- Create items and files. This allows users to drop items in a folder but not read them after they are dropped.
- Custom -- Any combination of permissions.
- Editor -- Create, read, modify, and delete all items and files.
- Non-editing Author -- Create and read items, delete own items.
- Owner -- Create, read, modify, and delete all items and files; create subfolders; set permissions for other people to access the folder.
- Publishing Author -- Create and read items; modify and delete own items, create subfolders.
- Publishing Editor -- Create, read, modify, and delete all items and fields; create subfolders.
- Reviewer -- Read items.
- Click OK to close the Properties dialog box.
If a person whom you are giving folder permissions to wants to view your folder in their Folder List, you must give these individuals rights to your mailbox at the Outlook Today level. This folder is in the Folder List named "Outlook Today -- (Mailbox -- User Name)". Using the same process as outlined above section, "Granting permissions for individual folders". Set the individual's role permission as "Folder visible", then those individuals may open your folder in their folder view.
Also, new folders inherit the permissions of their parent folder. If you grant Reviewer permission for the top-level Mailbox folder, any new folder created beneath it will also have Reviewer permission. You should check the permissions of new folders you create to make sure that you have not inadvertently granted greater access than you intended.
If you select a folder to which you have not been given permission to access, an "Unable to display folder. Folder could not be found." message appears. If you select a folder for which you've been given permission to access, then that folder appears in a separate window superimposed over your Information viewer.
With that person's folder displayed, you can work with the items in that Information viewer the same way you work in your own Information viewer. You are limited only by the permissions granted to you in that folder.
When you are finished working in that person's folder, click the close button on that Information viewer (located at the top right corner of the window). The next time you click the File menu and select Open, you see a list of folders recently opened. You can choose from that folder list or select Open User's Folder.... If you quit Outlook without closing the other user's folder, it will open automatically the next time you start Outlook.
After one person has granted folder permissions to another, that person can then open the other users' Outlook folders in their own folder list view. To do this, you add the additional mailbox to your profile under services.
The folders for the Exchange account you just added appear in your Folder List. They are denoted by Mailbox -- other user's name. Click the plus (+) sign to expand the list if necessary.
In order to send messages on another person's behalf you must have been given delegate permissions via the Delegates tab to any folder. This permission level allows you to send messages on behalf of another user, by adding the From field to a new message form. Messages can be sent from your Inbox, you do not have to open another user's Inbox in order to create new mail messages. Messages sent on behalf of another user contain both your name and the other user's name.
A copy of the message is stored in your Sent Items folder not in the other user's Sent Items folder. To automatically move a copy to the Sent Items folder for the other account, see the instructions below.
If several people are answering email for a departmental account, you may want to put a copy of your boilerplate responses in the Drafts folder. Then when a similar question is received, the person responding can just copy and paste the text from the Drafts folder into the reply. This will help insure consistent responses and also save time.
Here are the instructions for setting up a rule to copy Sent Items from your mailbox to a departmental account. Be sure to test this out!
To test, select a message in the departmental account Inbox and reply to it. A copy of the message should be in your Sent Items and the departmental account Sent Items if everything was set up correctly. If it doesn't work go back through the steps and see if you did everything correctly. A typo in the "specific words" area will cause this rule not to work.
