Delegates in Outlook 2003
Assign Delegate Permissions | Working as a Delegate (Access Another User's Folder)
Only use Delegates when a person will need to receive/process meeting requests on someone’s behalf. If you would just like to share your Outlook Calendar, Tasks, Inbox, Contacts, Notes, or Journal with other Hawkmail users, you should use "folder permissions" instead of Delegates. When using Delegates, limit the number of editor/author delegates to 1 or 2 people. A manager and delegate should not be configured as delegates for each other. To work as a delegate, another Hawkmail user needs to give you permission (i.e., access rights) to their Calendar, Inbox, etc. Your delegate permissions depend upon what rights to which folders (Calendar, Inbox, etc.) the other person gives you.
- Select Tools | Options and click on the Delegates tab.
- Click on the Add button.
- From the Global Address List (GAL), type the name of the person (e.g., Doe, Jane) whom you wish to give delegate access to your Calendar, Tasks, Inbox, etc. Select the name from the list and click the Add -> button at the bottom of the window. Repeat if you want to add other delegates.
- Click the OK button.
- On the "Delegate Permissions" screen, select permissions for each of your folders (Calendar, Tasks, Inbox, Contacts, Notes and Journal). Choose from the following Permission levels:
None — (Delegate has no access to the folder)
Reviewer — (Delegate can read items in the folder, but can't make changes)
Author — (Delegate can read items and create new items in the folder)
Editor — (Delegate has full access to read, create, and modify items in the folder)
Note: If you want your delegate to receive copies of your meeting-related notifications (so that the delegate will also be notified of any new meetings and can "Confirm" or "Decline" meetings on your behalf), grant Editor permissions and click the check box Delegate receives copies of meeting-related messages sent to me.
Note: If you want to send a notification message to your new delegate, click the check box Automatically send a message to delegate summarizing these permissions.
Note: If you want your delegate to be able to see your private items, click the corresponding check box.
- Click on the OK button.
- Verify that you have added all of the people you wish to give delegate access to and click on the OK button.
Working as a Delegate (Access Another User's Folder)
Before you can access another Hawkmail user's folders (Calendar, Tasks, Inbox, Contacts, Notes, or Journal) the user must add you as a delegate and assign permissions to the folders. See Assign Delegate Permissions above.
- Select File | Open and then select Other User's Folder.**
- Click on the Name button and from the GAL, enter the person's name (e.g., Doe, Jane) who has given you delegate access, and then click the OK button.
- Click on the Folder type: pull-down menu to select the folder for which you have been given access (e.g., Inbox, Calendar, Tasks, etc.) and click the OK button.
- A new window displays the contents of the folder you have permission to view.
Note: Depending on the access you have been given, you may or may not have permission to make changes to the folder. For example, if you have permissions to someone's calendar, you can open the shared calendar, open a proposed meeting and either Accept or Decline the meeting as the Delegate. - Each time you launch Outlook, you will need to re-open the user's folder.** After the first time you open a folder, you will see the person's name listed when you select File | Open and you can select the person from the list.
**Note: Another method to open a Calendar, Tasks, Contacts, or Notes folder as a delegate, is to select the corresponding button in the Navigation Pane (e.g., Calendar), scroll to the bottom of the window and click on the Open a Shared Calendar (or Tasks, Contacts, Notes) link. Once you have opened a shared folder (e.g., Calendar), the name of the person whose shared folder you have access to will be listed under Other Calendars (or Tasks, Contacts, Notes) and you can simply click on the link to open the folder.
