OUTLOOK WEB APP (OWA): DELEGATE

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1 DELEGATE YOUR CALENDAR 1. Click Calendar at the top of the screen (if not already in Calendar). 2. Click the Share icon (located in the top right of the window). 3. The Share Properties window displays. In the Share with section, enter the name of the person you wish to share your calendar with. 4. The individual s name will appear. Click the drop-down and select Delegate. 5. If you want to allow the delegate to view your private items, select the checkbox Allow viewing of private appointments. 6. If necessary, edit the message Subject. 7. If you have more than one calendar, select the Calendar you wish to share from the drop-down. ❽ ❹ ❻ ❼ 8. Click Send. 9. The individual will receive an notifying them they have been granted access to your calendar. 10. Follow the steps on the next page to specify how meeting request and meeting response messages will be handled. Page 1

2 SPECIFY HOW MEETING REQUEST AND RESPONSE MESSAGES WILL BE HANDLED 1. Click Calendar at the top of the screen (if not already in Calendar). 2. Right-click the calendar for which you have assigned a delegate. 3. Select Permissions. 4. The Permission dialog displays. 5. Select the desired option under the Global Delegate Options heading: a. Delegate only. Send me notifications: Your delegate will receive your meeting requests, while you only receive a notification of a meeting request or response. b. Delegate only: Only the delegate will receive meeting requests and notifications. You can only see the items by checking your calendar. c. Both delegate and me: Both your delegate and you will receive meeting requests and notifications. 6. Click Save. Page 2

3 DELEGATE YOUR INBOX 1. Click Outlook at the top of the screen (if not already in Outlook). 2. Right-click the Inbox under your folder name (NOT under Favorites) and select Permissions 3. The permissions windows displays. Click Add (+) in the upper left. 4. The Add Permissions window displays. 5. Begin to type the last name of the individual you want to share your Inbox with. As you type, their name will appear from the directory. Once you have found the individual, click their name and click the Add button. a. You can also revoke access by clicking Delete to delete names. 6. Click the Permissions drop-down and select the level of access for the delegate. a. Owner: Allows full rights to the mailbox, including assigning permissions; generally this permission should NEVER be assigned to anyone b. Publishing Editor: Create, read, edit, and delete all items; create subfolders c. Editor: Create, read, edit and delete all items d. Publishing Author: Create and read items; create subfolders; edit and delete items created by the delegate e. Author: Create and read items; edit and delete items created by the delegate f. Nonediting Author: Create and read items; delete items created by the delegate g. Reviewer: Read items h. Contributor: Create items 7. Once all the selections have been made, click the OK button. ❻ Page 3

4 OPEN THE CALENDAR AS A DELEGATE SCHEDULE A MEETING AS A DELEGATE 1. Click Calendar at the top of the screen (if not already in Calendar). 2. Right-click Other Calendars (in the left navigation bar) and click Open Calendar. 3. In From Directory, search for the calendar you wish to open. Select the shared calendar you want to open and click Open. ❷ 1. Follow the steps to Open the Calendar as a Delegate. 2. Click New or double-click on the calendar to create a new meeting. 3. In the Calendar field, select the Calendar for which you are the delegate. 4. Enter your meeting information. 5. Click Scheduling Assistant. 6. Type the names of people you wish to invite in the Attendees box. 7. Select Add Room (at the bottom of the Scheduling Assistant) to see conference room availability and to book a room. 8. The calendar information of the attendees and room will appear. Use this information to select a convenient meeting time and date for the attendees. ❾ 4. The shared calendar displays in your Calendar folder list. ❽ ❼ ❹ 9. When you are finished, click Ok to save your changes. 10. You will be returned to the new event window. Finish adding any details for the meeting. 11. Click Send. Page 4

5 OPEN THE MAILBOX AS A DELEGATE SEND MAIL AS A DELEGATE 1. In the navigation bar on the top right of the OWA screen, click your name. 2. A drop-down will appear. Click Open another mailbox. 1. Click New above the folder list. 2. A new message opens. 3. Click the ellipses and select Show From. This will indicate to those that receive the message that it comes from your shared mailbox and not from your own account. ❷ 3. Type the address of the other mailbox that you want to open. Another Outlook Web App (OWA) session will open in a new window allowing access to the other mailbox. 4. Add recipients in the To: and/or CC: field. 5. Enter a Subject 6. Type the body of the message you wish to send. 7. Click Send. Call for Support Online Training: 1. Login in to My Akron 3. Click the Technology Support tab 2. Select Atomic Learning Page 5

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