Allowing other users to view and/or folders in Outlook (i.e., proxy access)

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1 Allowing other users to view and/or folders in Outlook (i.e., proxy access) There are two ways to work with another person's Microsoft Outlook folders folder sharing and Delegate Access. 1. Folder sharing enables another person to access one of your folders. However, it does not include permissions for one to act on behalf of the other. For example, a person who can access your folders cannot reply to messages or respond to meeting requests for you. 2. Delegate Access is an Outlook feature that allows one person to act on behalf of another Outlook user. The most common scenario in which this feature is used is a manager and his or her assistant. The assistant might be responsible for maintaining the manager's schedule, including creating and responding to meeting requests. Some assistants might also monitor a manager's Inbox. Note: if all you want a person to do is send on your behalf, skip down to the last section Delegate Access Instructions. Folder Sharing Instructions Folder permissions: This type of sharing allows selected users to view the contents of a specified folder, but does not allow the users to send on behalf of another person. When setting up folder permissions, you can determine exactly how much access a given person has to your folder. The following roles are available: Owner: Allows full rights to the mailbox, including assigning permissions; you should not assign this role to anyone Publishing Editor: Create, read, edit, and delete all items; create subfolders Editor: Create, read, edit, and delete all items Publishing Author: Create and read items; create subfolders; edit and delete items they've created Author: Create and read items; edit and delete items they've created Nonediting Author: Create and read items; delete items they've created Reviewer: Read items Contributor: Create items None: Gives no permissions for the selected accounts on the specified folder Instructional Technology Page 1 Revised

2 Inbox/Subfolders Granting Another Person Permission To Access A Folder in Outlook If you want others to have access to a folder and its contents, you need to assign permissions. Recommended: Create folders by right clicking on your address name and select New Folder. Do not create the folders under the Inbox or you will have to give permissions to the Inbox. 1. Open MS Outlook and be sure you are in view. 2. Click on your name at the top of the Navigation Pane (i.e., 3. Click on the Folder tab and then select Folder Permissions in the Properties group. 4. Click the Add button. 5. Search for the person s name and then click the Add button at the bottom of the dialog box. 6. Check the desired permissions and then click OK. A list of available permission roles are listed on page 1 of this document. Instructional Technology Page 2 Revised

3 7. Click on the folder in which you want to give access (i.e., Team Information folder in the above example). 8. Follow steps #3-6 above to set the permissions on the folder. Opening/Viewing Another Person s Folder The permission to whom permissions have been given need to do the following to access the folder. 2. Click on File Info Account Settings Account Settings. 3. Highlight Microsoft Exchange, and click Change. 4. Click on the More Settings... box in the bottom right corner of the dialog box. 5. Click the Advanced tab. 6. Click Add. 7. In the "Add Mailbox" field, enter the username or name (in lastname, firstname format) of the person to whose mailbox you have shared access. 8. Click OK twice. 9. Click Next and then Finish. 10. You should now see the additional mailbox in the Folder List. (If you can't see the Folder List, select View, and then Folder List.) Any folders that a user gives you permission to access should be listed under the other person's mailbox. If you cannot expand the Folder List, the other person has not given you permission to access the mailbox. Tasks and Contacts Granting Another Person Permission To Access to Your Tasks and Contacts 2. Click on the Contacts or Tasks link and then click on the folder in which you want to give access. 3. Click on the Folder tab and then select Folder Permissions in the Properties Group. Instructional Technology Page 3 Revised

4 4. Click the Add button. 5. Search for the person s name and then click the Add button at the bottom of the dialog box. 6. Check the desired permissions and then click OK. A list of available permission roles are listed on page one of this document. Opening/Viewing Another Person s Folder for Tasks or Contacts The person with whom you have shared your folder(s) will need to do the following: 2. Click on File Open Other User s Folder. 3. In the Open Other User's Folder window, type the other person's username, or click Name... to select the person's name from the Address Book. 4. From the drop-down list, select the folder you wish to open. 5. Click OK. The folder should open in a new window. Delegate Access Instructions Delegate access gives another person the ability to send on behalf of another person. By default, a delegate has Editor permissions on the Calendar and Tasks folders. Note: You should make another user a delegate only if you want that user to be able to send on your behalf. If you only want to allow a user to view the contents of a folder without being able to respond on your behalf, do not make that user a delegate. Instead, use folder permissions instructions in the above sections to grant access to the folder. Step #1- Add a delegate(s) to your account 2. Click File Account Settings Delegate Access. 3. In the "Delegates Window", click Add Instructional Technology Page 4 Revised

5 4. Select the user(s) you wish to add as a delegate from the Address List, click Add, and then click OK. 5. In the dialog box that appears, you can set permissions for the users you have selected. If you add just one user, the settings you choose will control the permissions for that user. If you add multiple delegates at the same time, the settings you choose will control the permissions for all of those delegates. a. By default, Outlook gives delegates "Editor" permissions for the calendar and tasks folders. Editors have the ability to read, create, and modify items in your mailbox. You can choose to keep or deselect the options. b. Inbox- You will need to select at a minimum, Author is a person will on your behalf. 6. Once you have made your selections, click OK and then OK again. Step 2: The user(s) with whom delegate access has been given should open Outlook. 1. Click on the New icon. 2. In the New window, click on the Options tab. 3. In the Show Fields group, click on the From icon. 4. Click on the From button and then select Other Address. 5. In the dialog box, click on From. 6. Search for the person to which you have access permissions and then click OK. Instructional Technology Page 5 Revised

6 7. Click OK. 8. The person s name is now in the From field and you can send an on behalf of the person. 9. For future s, all you need to do is click the From drop down arrow and select the person for whom the will be sent. Note: s and other items sent by a delegate will be displayed as from the delegate on behalf of your name. For example, From: Craig Smith on behalf of Jan Doe. Instructional Technology Page 6 Revised

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