WORKING
WITH
OUTLOOK

Proxy Access

Sharing Folders for other users to access
Granting Access for users to send mail on your behalf
Opening another user's mail folder(s) for this session only
Opening another user's mail folder(s) everytime Outlook opens

 
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Home

Sending

Address Book.

Contacts

Attachments.

Phone Messages

Faxing

Proxy Access

The Calendar

Signatures.

Public Folders.

Tracking

Out of Office Rule.

Recalling a Message.

Setting Mail Rules.

Mailbox Size.

Sharing Folders for other users to access

    1. Right click on your Mailbox and select Sharing

    1. Click Add, then browse the address book for the user(s) you want to allow access to your mailbox.
    1. Highlight the user(s) and select Folder Visible (minimum required rights). This will allow the user to be able to contact your mailbox but not see any items in it. If you want to grant extra rights then you can do from from either the drop down Permission Level box or by checking the access you want the user(s) to have.

    With this permission level (or role)

    You can

    Owner

    Create, read, modify, and delete all items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)

    Publishing Editor

    Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

    Editor

    Create, read, modify, and delete all items and files.

    Publishing Author

    Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)

    Author

    Create and read items and files, and modify and delete items and files you create.

    Contributor

    Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

    Reviewer

    Read items and files only.

    Custom

    Perform activities defined by the folder owner. (Does not apply to delegates.)

    None

    You have no permission. You can't open the folder.

    1. Now right click the actual mail folder you want to the user(s) to be able to access and select Sharing. Give the user the appropriate rights.
    1. Repeat for each folder you want the user to have access too

      nb. Rights to not flow down. If you want to give users access to subfolders you must select each individual folder and assign rights.

      Rights are only inherited if a user has been granted rights to a folder and a new subfolder is created after they have been given rights.

Granting Access for users to send mail on your behalf

    1. From the Tools menu, select Options

    2. Select the Delegates tab

    1. Click the Add button, then browse the address book for the user(s) you want to give delegation too. Click Add, then Ok.
    1. From the window set the permissions you want to give the user(s)
      1. None           = user has no access to selected item
      2. Reviewer     = user has read only access to view items, but can’t create or change
      3. Author         = user can view items, and can create new ones under your name
      4. Editor          = user can view items, create new items, and edit existing items

      1. You can tick the option to send an email to the user(s) letting them know proxy access has been grated by clicking the option at the bottom of the window.
      1. You can elect to give the proxy user(s) the ability to see private items by clicking the option at the bottom of the window. A private item is an email that has been sent with a flag of ‘private’.

Opening another user's mail folder(s) for this session only

    1. From the File menu, select Open, then Other User’s Folder

    1. Click the Name button then browse the address book for the user who gave you proxy access. Then select the folder you want to open from the drop down box. Then click Ok.


Opening another user's mail folder(s) everytime Outlook opens

    1. Right click on your Mail Box and select Properties.

    1. Click the Advanced Button
    1. Select the Advanced tab. Click the Add button to open other additional mailboxes

    1. Enter in the login name for the user (you may need to ask person for this) then click ok.

    2. Click Ok, then Next then Finish

    3. You will see the mailbox in your folder list. You can open it and access any items you were given access too.

TASK:

1. Create a folder to share with your colleagues in HSEAO