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If you're working on a corporate Exchange Server, you have the luxury of being able to share folders and delegate Outlook data between administrators and support staff. You can assign delegates by giving permission either at the account level or on a folder-by-folder basis. To allow another user access to your entire account, go up to the Tools menu and choose Accounts at the bottom. Select the account for what you're giving these permissions and come down to the Advanced button. Select the Delegates tab. You have the option of allowing others to work on your behalf in the upper window or in the lower window you can become the delegate of your supervisor.
We'll start at the top. Click on the plus sign and search for someone in your contacts, or on your Exchange Server. I'll assign Greg, my assistant. I'll type his name and click Find. When his name comes up, I'll click on it and click OK. Now I get a detailed window allowing me to assign him permission to view my Outlook items. As an Editor, he will be able to change my schedule. As an Author, he can add appointments to my calendar, but not alter what's already on it. As a Reviewer, he can see my schedule, but not do anything to it, and if I select None, then he has no access to my Calendar at all.
These same options apply to my Tasks, my Inbox, my Contacts and my Notes. The next checkbox will send Greg an email, letting him know what he can and can't do. It's usually a good idea to send this message. If you want your assistant to be able to see the items that you marked as private or personal, you can allow that as well. I'll leave that off and I'll click OK when I am done. If I need to get back to those options again, I can click on this gear and choose Set Permissions.
You will also have the option of who will receive notices about meetings, meaning those calendar appointments with invitees. You can select whether it will be your delegates and you, but that runs into the danger of several people responding to a meeting request, send it to your delegate, but you see a copy of it or you just send it to your delegate, and they'll be responsible for your entire calendar. I'll let Greg run my calendar, but I do want to see my meeting requests. Now if you are the assistant, you can control whose Outlook you can access in the lower box. I'll add Judith, my supervisor.
I'll click on the plus sign and type her name, find her in the list, click on her, and click OK. But notice that now that I have added her, I don't have any control over the permissions. She needs to set my permissions within her own Outlook. I don't have any control over that, which is appropriate. I'll go ahead and click OK and Outlook will take a moment to make those changes to our accounts. I'll close the Accounts panel and here is a sample of the email that's sent, telling your delegate what they can and can't do on your schedule.
Now you can also set permissions on a folder-by-folder basis. For example, I didn't give Greg access to my Inbox, but I do want him to have access to my Events folder. So to set that, I'll go up to the Organize Ribbon. Here is the message that pops up when Outlook is configuring my delegation settings. I will go ahead and allow it. I am going to the Organize Ribbon, so that I can give Greg permissions for this folder. I'll click on Permissions, and here on the Permissions tab, I can add the user.
I'll search for Greg again, find him on my list, click OK, and now I can set his permission level. There is a drop-down here. As you can see I have even more choices than before, anything from None up to full ownership. And as I click on the different ones, you can see the checkmarks change in the permissions below. I'll go ahead and set him to Reviewer, so that he can see the items in my folder, but he can't act on them, and I'll click OK.
Now I am going to go take a look at my Calendar. Because I've just delegated my schedule to Greg, I don't necessarily want him to know that this regular appointment on my schedule is me going to the gym. So I can click on one of the appointments and come up to the Ribbon and change it to Private. Now it has a little lock on it, and if I look over at my Navigation pane, down at the bottom, I now have Shared Calendars and here's Judith on it. There is a checkbox that I can toggle on and off to see her meetings.
When I do want to look at her schedule, I can see the meetings. Note that this one is marked as a Private Event, so it has that same lock that we just did with Greg. When I don't want to see her calendar, I can just uncheck it to turn it off. Go up to the Tools Ribbon. If your Exchange Server is making use of public folders, which ours is not, you can manage them by going to the Tools Ribbon and choosing Public Folders. Here you can create new folders and manage the permissions on existing folders, using the same techniques that we learned in this video.
I'll cancel this and close the folder. Assigning delegates and setting folder permissions allows others to manage your Outlook, helping your business run smoothly. The granularity means that you can still have control over what they can and can't see or do.
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