User Manual - Sharing mail & calendar with Outlook
Contents
1. When you are finished setting up the permissions select OK Adding a Mailbox The delegated colleague will be able to add your mailbox with the help of the following steps 1 Select File Account Settings and then Account Settings Home Send Receive Folder View Fa Save As g Account Information ea Exchange Mailbox ee Microsoft Exchange un Save Attachment a Add Account Open nn Account Settings Modify settings for this account and configure Help additional connections Access this account on the web E Options Exit https webmail campus leidenunm nl Delegate Access 83 Give others permission to receive items and respond on your behalf of Office Fhe atharr that sen a 2 Open double mouse click Exchange Mailbox E mail Accounts You can add or remove an account You can select an account and change its settings oa New 3 Repair a Change 9 Set as Defaut XRemwe amp Exchange Mailbox Microsoft Exchange send from this account by default 3 Select More Settings Enter the information required to connect to Microsoft Exchange or a compatible service Type the se ver name for your account If you don t know the server name ask your _ Use Cached Exchange Mode Type the user name for your account 4 Select Advanced and then Add2. SSC Helpdesk Cached Exchange Mode Settings F Use Cached Exchange Mode _ Download shared folders _ Download Public Folder Favorites Mailbox Mode Outlook is running in Unicode mode against Microsoft Check Name lt Back 5 Search for and select the colleague who granted you access to his or her mailbox and select OK Add Mailbox 6 An overview of the additional mailboxes will be presented to you Now select Apply OK Next and finally Finish 7 The mailbox of your colleague will now be available in the folder overview E mail 4 isscleidenuniv nl 53 Inbox 179 LA Drafts 1 A Sent Items ial Deleted Items p Junk E mail 19 FE Outbox CI quarantine RSS Feeds O SPAM Trash Verwijderde items gt La Zoekmappen gt SSC Helpdesk 4 Koot B P H By default only the inbox will visible When more of the email folders should be visible then your colleague who gave you delegated access should grant you access to these specific folders according to step 5 of the previous chapter of this document 9 The calendar of your colleague will be shown in the calendar menu of Outlook Please select the calendars that should be shown in the overview My Calendars File Home Send Receive Folder a 5 11153 New New Today MNext 7 Appointment Meeting Items Days New Go To pr A januari 2014 p ma diwo do wr za zo
3. it is possible to modify the permissions for this delegate before sending the e mail with permissions to meeting requests If you want to grant folder permissions without giving Delegates can send items on your behalf induding menang and responding send on behalf of permissions dose this dialog box right dick the folder dick Change Sharing Permissions and then change the options on the Permissions tab oa Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to My delegates only but send a copy of meeting requests and responses to me recommended My delegates only 6 My delegates and me By pressing OK you will accept the permissions and an e mail will be sent to the delegates 5 Now select in the main screen of Outlook Home and then select your own email address in the folder listing as shown below Home Send Receive Folder View Up i ye Tr F Delete Reply Reply Forward amp More a oe Junk All New Delete Respond gt Favorites I Ch Laimi Mem m m eo Open in New Window gt A Inbox 173 QA Drafts 1 A Sent Items gt fa Deleted Items Gij New Folder T 13 rt Show in Favorites A Outbox Fa RSS Feeds Account Properties p La Search Folders Verwijderde items gt ISSC Helpdesk eu m 6 Now right mouse click on your email address and select Folder Permissions
4. 3031 123 4 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 2 3 45 6 729 m io b oi it aj My Calendars Fil Calendar Sending an Email on behalf of a delegated user 1 Create a new email and select in the from field the mailbox of your colleague oe Message Insert Options Format Text Review i u A a 5 Be a t Paste BE ul Yr A 4S S Address Check Altach F u Book Mames File Clipboard Ma Basic Text Names Subject 10
5. 7 Select Add in the permissions tab and add the user you just gave delegate access to your mailbox calendar in this window it is also possible to modify the permissions of an exciting delegated user Default None Permissions Permission Level Read Write None Create items Full Details Create subfolders Edit own Edit all Delete items Other None Folder owner Own Folder contact Al F Folder visible 8 select the user in the global address list of whom you like to delegate access to your mailbox and calendar and then select OR Search Name only C More columns Address Book Go Global Address List Exchange Mailbox Advanced Find Location Koot B P H 0 0013 amp Koot C amp Koot R M C M amp Kooten C J van Kooten F van Kootstra F Kooy V A C van der Dr amp Kop P M G M Drs amp Kopecky P Prof dr Sia kopergjm amp Koppe E V Mr dr amp Koppenol M E Prof mr fy K rbes A P amp Koreman T H amp Korevaar A G amp Korevaar E P W ii ir iF 1 14 9 Now select the colleague followed by a predefined permission in the dropdown menu Permission Level It is also possible to manually set the permissions for the selections Read Write Delete and Other Permission Level None None Permissions Permission Level Read None Full Details Delete items
6. Universiteit Leiden User Manual Sharing Mail amp Calendar Outlook 2010 Version 1 0 ISSC ICT Shared Service Centre Sharing Mail amp Calendar Date 30 01 2014 Introduction With Outlook 2010 it is possible to share your mail and calendar with your colleagues You can give these colleagues read access or when needed full access and sent mail on your behalf Note it isn t possible to grant access to a non personal account For example issc helpdesk or a secretariat Though it is possible to give a non personal account the rights on a personal account This manual consists of two parts the first part describes how you can give a colleague access to your mail account and the second part describes how your colleague has to set up his or her outlook account Setting up permission to your mailbox and calendar The steps below describe how you can give another person access to your mailbox and calendar When all steps have been completed your colleague who you granted access will have to configure his or her outlook account 1 Select File Account Settings and then Delegate Access Home Send Receive Folder View Save As Account Information Wa Save Attachments ea Exchange Mailbox a Microsoft Exchange ap Add Account Open Print Account Settings Modify settings for this account and Help configure additional connections Access this account on the web Ed Option
7. s httos webmiail campus lerden Exit Fy Account Settings amp Addand remove accounts or change existing connection settings of Office ify others that you are out of vallable to respond to e mail a Download Address Book Download a copy of the Global Address Book 2 Select Add and then select the user in the global address list of whom you like to delegate access to your mailbox and calendar Delegates can send items on your behalf induding creating and responding Ss to meeting requests If you want to grant folder permissions without giving send on behalf of permissions dose this dialog box right click the folder dick Change Sharing Permissions and then change the options on the Remove Permissions Properties Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to My delegates only but send a copy of meeting requests and responses to me recommended My delegates only My delegates and me 3 You will now be presented with the screen below Here you can set permissions for your colleague In the example below we give editor rights on the calendar tasks and inbox Also we will notify the delegated user with a summarize of these permissions Automatically send a message to delegate summarizing these permissions 4 Now you will be presented with an overview of delegates by selecting a person
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