Tech Tip of the Month – Sharing in Outlook
by Kristin Mott | www.everonit.com
Users of Microsoft Exchange Server have several options available to share their contacts, calendar, and inbox. Read on to learn how to do much more with Outlook than the average user.
To set SHARING permissions (one folder at a time)
1. If the Folder List is not visible, click View > Folder List
2. Right-click the folder you want to share, and then click Properties on the shortcut menu
3. Click the Permissions tab
4. Click Add
5. In the Type Name or Select from List box, type or select the name of the person to whom you want to
grant sharing permissions
6. Click Add, then click OK
7. In the Name box, click the name of the person you just added
8. In the Permissions box, choose the permissions you want, then click OK
Explanation of Roles:
Owner - Can create, read, modify, and delete all items and files and create subfolders, and change the permission levels others have for the folder.
Publishing Editor - Can create, read, modify, and delete all items and files, and create subfolders.
Editor – Can create, read, modify, and delete all items and files.
Publishing Author - Can create and read items and files, create subfolders, and modify and delete items and files you create.
Author - Can create and read items and files, and modify and delete items and files you create.
Reviewer - Can read items and files only.
Contributor - Can create items and files only. The contents of the folder do not appear.
To assign DELEGATE Access:
To give another person delegate access means that person has “send-on-behalf-of” permission. If the delegate has access to your Inbox, the delegate can reply to your mail on your behalf. Message recipients see the manager’s name in the “Sent On Behalf Of” box and the delegate’s name in the “From” box. The delegate can also organize meetings on your behalf, respond to meeting requests sent to you, and respond to task requests sent to you.
To grant Delegate Access:
1. Go to Tools > Options
2. Select Delegates tab
3. Click Add button to get Add Users dialog box
4. In Add Users box, select name of person you want as delegate and click Add, then OK
5. The Delegate Permissions box will appear; select the permissions you want, click OK
What one is able to do with this Delegate Permission:
Author – Can read and create items, and modify and delete items you create. (Example: create task and meeting requests in the manager’s Task or Calendar folder, and then send either item on the manager’s behalf.)
Editor - Can Read and create items, and modify and delete any item. (Example: reply to messages, task requests, and meeting requests for the manager.)
Reviewer - Read items only (Example: read messages in another person’s Inbox.)
Custom - Read items only (Example: read messages in another person’s Inbox.)
To open another person’s folder:
1. Go to File > Open, and then click Other User’s Folder
2. In the Name box, type the name of the person who granted you sharing or delegate access permission
3. In the Folder box, click the folder you want to open
To schedule an appointment for another person (If you are not a delegate, you must have Author or Editor permission to do this.)
1. Open the other person’s Calendar
2. Go to File > New, and then click Appointment
3. In the Subject box, type a description
4. Enter Start and End times
5. Click Save and Close
To schedule a meeting for another person:
1. Open the other person’s calendar
2. Go to File > New, and then click Meeting Request
3. In the To box, type the attendee names or click To to select from a list
4. In the Subject box, type the location of the meeting
5. In the Location box, type the location of the meeting
6. Enter the Start and End times
7. Select other options you want
8. Click Send
To respond to meeting requests for another person as a delegate:
1. Open the other person’s Inbox if their meeting requests are not being sent directly to you
2. Open the meeting request
3. Click Accept, Tentative, or Decline
To share your calendar: (publish it on the server for meetings)
1. Go to Tools > Options
2. Click on the Calendar Options button
3. Click the Free/Busy Options button
4. Fill in the number of months: “Publish ___ months of Calendar free/busy time on the server”
5. Click OK
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