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Outlook 2010 - Working as a Delegate (Managing Another User's Calendar and Email)

This article explains how to use the delegation features of Outlook 2010 to manage the calendar and mail for another user.

Delegation vs. Folder Sharing

Outlook 2010's collaboration features allow an Outlook user to share any folder with another Outlook user. This should not be confused with Delegation, which is a feature allowing one xMail user to act on behalf of another xMail user. Below are the primary distinctions between folder sharing and delegation.

Folder Sharing

  • Two Outlook 2010 users who both use an Exchange account (xMail) can share each others xMail folders.
  • Way to provide access to another person's folders, but it does not include permissions for one to act on behalf of the other.

Delegation

  • Delegation is the Outlook feature by which you grant someone permission to receive and respond to meeting requests or responses and to send email messages on your behalf. This is a more advanced feature than simple folder sharing.
  • The person granted this permission is called the delegate.
  • You can grant the delegate limited permissions or up to full control over items in your mailbox and calendar.
  • Delegate access is commonly used between a manager and assistant, but can also be used between peers.

Add Another Person's Mailbox to Your Mailbox Profile

If you frequently work with someone else's Exchange folders, you may want to add that person's mailbox to your Outlook profile. This will automatically open the other person's mailbox each time you open Outlook, and will appear in the Navigation Pane below your mailbox folders.

  1. From the File tab, click Account Settings and then Account Settings from the drop-down menu.
  2. Select your xMail account from the email tab, and then click Change
  3. Click More Settings>Advanced Tab>Add
  4. Enter the mailbox name of the person whose mailbox you want to add to your user profile.
  5. Click OK.
  6. Select Next.
  7. Select Finish to close the Change Account wizard.
  8. Click Close.

Open Another Person's Folders

You don't have to add the manager's mailbox to your Outlook profile to work with his or her folders, you only need to be granted delegate access.

  1. Click File > Open Another's Folders
  2. In the Name box, enter the name of the person who granted you Delegate Access permissions.
  3. In the Folder type list, check the folder that you want to open.

Respond to a meeting request for another person

  1. Open the person's Inbox if his or her meeting requests are not being sent to you directly.
  2. Open the meeting request.
  3. Click Accept, Tentative, or Decline

Create Meeting Requests on behalf of Another Person

  1. Open the other person's calendar.
  2. Create and schedule a meeting.

Create an Email Message on behalf of Another Person

  • Select New E-mail from the Home tab
  • In the From box, type the name of the manager or person you are sending the message on behalf of (If you don't see the From box, in the Show Fields group on the Options tab, click From.)
  • Add recipients, subject, and message and click Send

Reply to or forward an e-mail message on behalf of another person

  1. Open the other person's inbox (see Open Another Person's Folders)
  2. Select the message you want to reply to on behalf of the manager
  3. Click the Reply, Reply to All or Forward button in the Respond group on the Home tab
  4. In the From box, type the name of the manager or person you are sending the message on behalf of (If you don't see the From box, in the Show Fields group on the Options tab, click From. See above.)
  5. Add recipients, subject, and message and click Send

See Also:




Keywords: proxy folder sharing   Doc ID: 18286
Owner: Daniel F.Group: University of Chicago
Created: 2011-04-25 19:00 CDTUpdated: 2014-04-11 07:39 CDT
Sites: University of Chicago