Outlook Delegate and Sharing Guide

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1 Understanding Folder Sharing and Delegate Access Folder Sharing give others access to part or all of your account (mail, calendar, contacts etc.). You specify which folder, the level of access, and whether the delegate can simply see items in a folder or whether they can create, edit, and/or delete items. Delegate Access goes a step further and allows others to send on behalf of you. All calendars have a default share so anyone can view your schedule to see if you re busy or free for a meeting. Note: All shares that were migrated from GroupWise were done with Delegate access. EVERYONE you gave access to in GroupWise can now send on behalf of you. In some cases, delegate access should be removed and sharing set up. It is highly suggested that you review delegate access granted to others. The following sections of this guide describe how to share your mail, calendar, and give delegate access to others: Use Sharing Your Mail Folders with Others to share any folder under mail with another user. Use Sharing your calendar with everyone if you want to change how everyone on campus views your calendar. By default everyone can only see that you are busy or free. The settings can be changed so everyone can see all details of your schedule although this would not be common. Use Sharing your calendar with specific people - By invitation (read-only view) is an easy way to allow specific users to see all the details of your calendar when they want to set up meetings with you. Use Sharing your calendar with specific people - By setting permissions in Outlook (read-only or higher) allows specific users to have more than just viewing access to your calendar. Use Managing Delegate Access to share any part of your account, grant from view only to access to others. The biggest difference between Delegate access and all of the above is that the people you gave Delegate access to, can create things on behalf of you. Once a calendar folder is shared to someone, they need to use Viewing a Shared Calendar to see the shared calendar. Once a mail folder is shared to someone, they need to use Viewing Shared Mail to see the shared mail folder. Sharing Your Mail Folder(s) with Others Items in any existing sub-folders of the folder you share are not available to the person unless you change the sharing permissions on each sub-folder. However, new sub-folders (created after sharing rights were set) inherit the folder access permissions of the parent folder. If you are sharing your Inbox, be sure to follow the steps in part one. If you are sharing any folder other than your Inbox, be sure to follow the steps in both part one and part two below. Part One - Sharing the contents of a folder This example shares your Inbox, but you can share any mail folder on the Exchange server. If you share a folder other than your Inbox, be sure also to follow the steps in Part Two below. 1. In the Navigation Pane (left side of the screen), click Mail 2. Right-click the folder you want to share and click Properties 3. Click the Permissions tab 4. If the person (or group) you are going to share with is listed on the Permissions tab, skip down to step Click Add 6. In the Add Users dialog box, make sure More columns is selected 7. Type all or part of the person s name and click Go 8. Highlight their name in the resulting list, click Add ->, and then click OK 9. Highlight the person's (or group's) name 2012 The University of Kansas Medical Center Page 1 Information Resources 11/7/2012

2 10. From the Permission Level drop-down list, select the desired level of access: Reviewer - the person can read items in the shared folder, but can't add, delete, or change anything Author - the person can read and create items anyone created, and can modify and delete items that they created Editor - the person can read, create, modify, and delete items that anyone created 11. Click OK Part Two - Making higher-level folders visible If you shared something other than your Inbox, that is, a folder lower in the hierarchy, you'll also need to make the "parents" of that folder visible, right up to the Inbox. Your delegate will not be able to see the items in each folder (unless you use the steps above), but they need to be able to see the folders themselves in order to see the sub-folder where you want them to see the contents. The steps here are similar to part one (above): 1. In the Navigation Pane (left side of the screen), click Mail 2. Right-click the folder you want to share and click Properties 3. Click the Permissions tab 4. On the Properties dialog box, click Add 5. In the Add Users dialog box, type all or part of the person s name, and then click Go 6. Highlight their name in the resulting list, click Add, and then click OK. You should now see their name displayed in the Properties dialog box. 7. Click on the person's name and then click to put a checkmark next to Folder Visible in the Other section. Do not change the Permission level. 8. Click OK 9. Repeat these steps as necessary to make each parent level visible. Sharing Your Calendar With Exchange calendar, you can open someone else's calendar, what you see is based on the rights they gave you. The only information that is available to everyone (by default) is what's called "free/busy" times. Your free/busy times are shown when someone attempts to schedule you for a meeting. Sharing your calendar with everyone This option changes what everyone can see about your calendar. 2. Below the heading My Calendars, you ll see the entry Calendar, with your account name listed next to it in pale gray text. That s the entry we ll be working with in the following steps. 3. Right-click Calendar and click Properties 4. Click the Permissions tab 5. In the list at the top of the Permissions tab, click Default. (Do not delete this entry. Deleting it will cause errors.) 6. From the Permission Level drop-down list, select the desired level of access: Free/Busy time this is the default value. When proposing a meeting and using the Scheduling Assistant, everyone can see blocks of time when you are busy, but cannot see other details (subject, location, participants, notes, or attachments) Free/Busy time, subject, location - when proposing a meeting and using the Scheduling Assistant, everyone can see time, subject, and location of the items on your calendar, but cannot see other details (participants, notes, or attachments) Reviewer - everyone can open your calendar and see the details of the items on your calendar, but can't add, delete, or change anything 7. Click OK 2012 The University of Kansas Medical Center Page 2 Information Resources 11/7/2012

3 Sharing your calendar with specific people - By invitation (read-only view) This method lets you share your calendar by sending an notification to the person. This is a quick way to give someone readonly access to your calendar. 2. On the Home ribbon, in the Share section, click Share Calendar (an message will open) 3. In the Select Names dialog box that opens, make sure Global Address List is selected from the Address Book drop-down list 4. In the search box, type the person's name then click Go 5. In the search results, select the name you want, click To -> and then click OK 6. In the Details drop down select the level of sharing you want to offer 7. (optional) If you want to request access to this person's calendar, check Request permission to view recipient's Calendar 8. Type a message 9. Click Send Sharing your calendar with specific people - By setting permissions in Outlook (read-only or higher) 2. Below the heading My Calendars, you ll see the entry Calendar, with your account name listed next to it in pale gray text. That s the entry we ll be working with in the following steps. 3. Right-click Calendar, click Properties 4. Click the Permissions tab 5. Click Add 6. In the Add Users dialog box that opens, make sure Global Address List is selected from the Address Book drop-down list 7. In the search box, type the person's name then click Go 8. In the search results, select the name you want, click To->, and then click OK 9. In the list at the top of the Permissions tab, highlight the person (or group) you just added 10. From the Permission Level drop-down list, select the desired level of access: Free/Busy time - this is the default value. When proposing a meeting and using the Scheduling Assistant, everyone can see blocks of time when you are busy, but cannot see other details (subject, location, participants, notes, or attachments) Free/Busy time, subject, location - when proposing a meeting and using the Scheduling Assistant, everyone can see time, subject, and location of the items on your calendar, but cannot see other details (participants, notes, or attachments) Reviewer - everyone can open your calendar and see the details of the items on your calendar, but can't add, delete, or change anything 11. Click OK Managing Delegate Access As the person granting permission, you determine the level of access that your delegate has to your folders: reviewer (read-only) through full rights to read, create, change, and delete items. Grant Delegate Access 2. Click Add 3. Search for and select the name in the search results list 4. Click Add and then click OK 5. In the Delegate Permissions dialog box, you can select custom access levels for each Exchange folder. Choose from these access levels: Reviewer - the delegate can read items in the manager's folder Author - the delegate can read and create items, and modify and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in the manager's Calendar folder and then send the item on the manager's behalf. The delegate cannot modify or delete something the manager created 2012 The University of Kansas Medical Center Page 3 Information Resources 11/7/2012

4 Editor - the delegate can do everything that an Author has permission to do and can modify and delete the items that the manager created 6. If you leave access to your Calendar set to Editor, you can choose whether or not your delegate automatically will be copied on meeting-related messages, using the checkbox 7. To notify the delegate of the new permissions, select Automatically send a message to delegate summarizing these permissions 8. The Delegate can see my private items checkbox allows your delegate to see all your private items in all folders where you've granted them any level of access: Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot set access to private items in only one folder. 9. Click OK to close the Delegate Permissions dialog box 10. If, in step 5 above, you chose to have meeting-related messages sent to your delegate automatically, in the Options dialog box you'll see three choices regarding who receives meeting requests and responses addressed to you. The first radio button routes these messages to your delegate, and sends copies to you The second radio button routes these messages directly to your delegate and you never see them 11. Select the option that works best for you and click OK to close the Options dialog box If you accepted the default access levels in step 5 above, you're done. If you have granted any level of access to your Inbox in step 5 above, you must complete an additional series of steps. 1. Click the Home tab. 2. In the Navigation Pane, click Mail 3. Right-click on the name of your account Please note: not your Inbox, the line above that. 4. From the drop-down menu that appears, select Folder Permissions 5. On the Permissions tab, click Add 6. From the list, select your delegate, click Add, and then click OK 7. On the Permissions tab in the section labeled Other, put a checkmark next to Folder visible 8. Click OK Change permissions for your delegate 2. Click the name of the delegate for whom you want to change permissions, and then click Permissions 3. Change the permissions to the desired level of access for any Outlook folder listed 4. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions checkbox 5. Click OK to close the Delegate Permissions dialog box 6. Click OK to close the Delegates dialog box Note: If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me checkbox. Remove permissions for your delegate 2. Click the name of the delegate for whom you want to change permissions, and then click Remove 3. Click OK to close the dialog box 2012 The University of Kansas Medical Center Page 4 Information Resources 11/7/2012

5 Viewing a Shared Calendar 1. In the Navigation Pane click Calendar 2. Click the Folder tab. 3. In the Share section of the ribbon, click Open Calendar, then select Open Shared Calendar 4. In the small Open a Shared Calendar dialog box, click Name 5. In the Select Name dialog box, search by typing the person's name and then click Go 6. Select the desired person's name in the resulting list and then click OK to close the Select Name dialog box 7. Click OK to close the Open a Shared Calendar dialog box Viewing Shared Mail 1. Click File - Account Settings - Account Settings 2. In the Account Settings dialog box, click Change 3. Click More Settings 4. Click the Advanced tab and click Add 5. Type the mailbox name of the person whose mailbox you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you viewing permissions. If you don't get the name exactly, the Exchange server will try to find the mailbox you're looking for. 6. Click OK to close the Microsoft Exchange dialog box 7. Back on the Change Account dialog box, click Next, and then click Finish 8. Click Close to exit the Account Settings dialog box 9. Quit Outlook. Even though you'll already see your manager's mailbox listed after your mail folders, you must quit and restart before things will work properly. 10. Restart Outlook 2012 The University of Kansas Medical Center Page 5 Information Resources 11/7/2012

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