•
Share individual folders
•
Access another person’s folders
•
Remove permissions to folders
•
Send Calendar information
•
Set up delegate permissions
•
Send a message on behalf of someone else
•
Add another person’s mailbox to your folder list
•
Create Group Calendars
•
Assign tasks to colleagues
•
Accept/decline tasks
•
Indicate progress on a task
•
Send a status report
SHARING INDIVIDUAL FOLDERS
Discussion
You can share information in your Outlook folders with other Outlook users. For example, you may want to allow other users to view your Calendar so that they are aware of your
schedule. You may also want to share your Contacts and/or your Tasks folders.
You can use the Share group of commands in the Folder tab of the relevant Ribbon to share
your Outlook folders. Methods and options vary depending on the folder in question.
You can also give other people permission to your “System Folders” (ie. Calendar, Contacts,
Tasks, Notes and Journal but not Inbox or Sent Items) via an email. The email message gives
the recipient immediate “Reviewer” permission, meaning they can open and view items in
the folder but cannot add, edit or remove them. This can always be changed later to a higher or lower level. The message also includes as option for them to reciprocate by sharing their equivalent folder with you.
Calendar sharing email message
You can control who has access to your information and to what extent they can view, edit,
or create information in the folder by using the Permissions dialog box. For example, you
may have an assistant who needs to enter appointments into your Calendar, or you may have a supervisor or manager who needs to view the information in your Calendar. Whereas the assistant requires permission to create items, the supervisor only needs permission to read the items already entered.
Permissions are determined by roles, and each role has a specific set of permissions
associated with it. The Editor role, for example, grants the user permission to create, read,
modify, and delete all items and files. The Contributor role grants the user permission to
create items and files, but not to view existing items. You can use the Custom role to define
your own set of permissions for other users.
In the Permissions dialog box, you can use the Add button and the options under
Permissions to define a Custom role. The Folder owner option grants a user full permission
to the folder and the Folder contact option allows a user to automatically receive
notifications from the folder regarding specific folder activities.
NB: In order to share an Outlook folder with other users, Outlook must be configured to
work as a client on a Microsoft Exchange server
Procedures
Grant permissions by email
(System Folders only except Inbox and Sent Items)
1. Open the folder that you wish to give permissions to.
2. Select the Folder tab.
3. Click the Share Calendar/Contacts/Tasks/Notes/Journal) command in the
Share group.
4. Address the email to people whom you want to share the folder with.
5. Select whether you want the recipient(s) to share their equivalent folder with you
.
6. Add any additional message text required.
7. Click Send .
Grant or change permissions using the Permissions dialog box
1. Open the folder that you wish to give permissions to.
2. Select the Folder tab.
3. Click the Folder Permissions command (Calendar Permissions in the case of the
Calendar folder) in the Share group or, in the case of the Inbox or Sent Items folders - Properties.
4. To add people, click Add.
5. Type the name of the user to whom you want to grant permissions in the Search:
box, and then select their name in the list below.
6. Click Add.
7. Click OK.
8. Select the name(s) of the user(s) for whom you want to define or change
permissions in the Name list box.
9. Click the Permission Level: drop-down list .
10. Select the role you want to grant the selected user(s).
11. Select or deselect additional permissions below, if desired.
ACCESSING ANOTHER PERSON’S FOLDER
Discussion
You can access other Outlook users’ folders if you have been granted the appropriate permissions. Your ability to manipulate and control data in a folder belonging to another user, however, varies depending on the folder and the level of permission you have been granted.
The way Outlook displays other users’ folders depend on the folder type. The table below summarises the methods:
Folder Type Displays as
Inbox Other user’s Inbox replaces your own in the Information Viewer.
Click Inbox in the Navigation Bar to return to yours.
Calendar Displays vertically next to yours in the Information Viewer. Up to four calendars are displayed vertically alongside each other. Upon opening a fifth, their orientation changes to horizontal with some loss of detail.
When you close open shared Calendars from your view, they remain displayed horizontally (even if there are less than five) until you close them all down bar one. These setting can be change in the Calendar options (see page 144).
Contacts, Tasks,
Notes and Journal Other user’s folder replaces your own in the and is listed under Shared Contacts/Tasks/Information ViewerNotes/Journals. To
return to your folder, click MyContacts/Tasks/Notes/Journal
in the Navigation Bar.
You open folders by selecting the appropriate Open command in the Share group of the
relevant folder’s Folder tab. In the Contacts, Tasks, Notes and Journal folders, the command is named Open Shared <current folder name>
In the Calendar folder, the command is named Open Calendar and offers a menu of choices.
In a corporate environment, use either From Address Book... or Open Shared Calendar.... In
some cases depending on how your IT department has configured the Exchange Server, you
The Open Shared <current folder name> dialog box is similar in all cases. Outlook folders residing on the Microsoft Exchange Server are available at any time, irrespective of whether the user is logged on to Outlook or not.
The Open a Shared Calendar dialog box
The owner of a folder must have granted the appropriate permissions in order for you to access the folder. If this is not the case, the following message will appear.
NB. Non-system folders (ie. folders created by the user) cannot be opened by this method.
See Adding Another User’s Mailbox on page 64 for further information.
Procedures
All System Folders except Inbox and Sent Items
1. Open the folder for which you want to open another person’s.
2. Select the Folder tab.
3. Click Open Shared <current folder name> or, in the case of the Calendar folder –
Open Calendar > Open Shared Calendar....
4. Enter the name for the person whose folder you want to open or, select it from the
Address Book by clicking the Name: button.
5. Select OK.
6. Select the Folder list.
7. Select the folder you want to access.
8. Select OK.
Tip
You can also open other people’s Calendars by selecting their name(s) in the From Address Book… command that drops down from Open Calendars.
Opening another user’s Inbox or Sent Items folder 1. Select the File tab.
2. Click Open at the left.
3. Click Other User’s Folder .
4. Enter the name for the person whose folder you want to open or, select it from the
5. Select in the Foldertype drop-down list the folder your wish to open (Inbox or Sent Item).
6. Click OK.
REMOVING SHARING PERMISSIONS FOR A FOLDER
Discussion
Denying people access your shared folders can be done any time using the Permissions
dialog box.
Procedure
1. Open the folder that you wish to deny permissions to.
2. Select the Folder tab.
3. Click the Folder Permissions command (Calendar Permissions in the case of the
Calendar folder) in the Share group or, in the case of the Inbox or Sent Items folders - Properties.
4. Select the person(s) to remove.
5. Click Remove.
6. Click OK.
SENDING CALENDAR INFORMATION TO ANOTHER PERSON
Discussion
A copy of your calendar can be sent to anyone in an email message. The calendar appears within the message body, together with an .ics file as an attachment to the message. .ics files can be opened by some email programs, including Outlook.
When you email your Calendar, you decide what dates are included and the amount of detail to show. This is a useful technique to use where is may not be possible, or you do not wish to, grant full sight of your Calendar to another person.
Outlook sends a static copy of your Calendar at the time of sending. If, therefore, there are changes to your Calendar, you may wish to send a replacement.
3. Click the E-mail Calendar command in the Share group.
4. In the Calendar list, choose the calendar to send. By default, the default (system)
Calendar is chosen.
5. In the Date Range list, choose the amount of calendar data to include in your
message, or click Specify dates to enter a custom date range.
6. In the Detail list, choose the amount of detail to show the recipients. By default, the
Availability only option is selected. None of the options include your items
marked private unless you change the privacy option in Advanced options.
7. Optionally, you can restrict the information included in the message to your
working hours only by selecting the Only show time within my working hours
check box. To change your working hours, click Set working hours.
8. Click the Show button, if required, to see advanced options as follows:
9. Include details of items marked private - This option requires Detail to be set to Limited Details or Full Details. The existence of private items is included, but no further information is shared.
10. Include attachments within calendar items - This option requires Detail to be set to Full Details. All attachments on calendar items, such as spreadsheets, are included.
11. E-mail Layout - You can include your Daily schedule or a List of events.
12. Click OK.
13. In the To box, enter the name of the person(s) to whom you want to send the
information.
14. In the message body, enter any information you want to include.
SETTING UP DELEGATE PERMISSIONS
Discussion
You can use the Delegate functionality in Outlook to give special permissions to people who
you want to help manage your Outlook folders. These would normally be trusted colleagues, secretaries or personal assistants. Delegate permissions are based on roles: editors can read, create, and modify items; authors can read and create items; reviewers can read items only. Specific tasks that delegates can help you carry out are:
• send emails on your behalf;
• receive and respond to meeting requests on your behalf;
• see private items in your folders (usually calendar appointments but can also apply to
emails that have been sent with a Private sensitivity).
You can add one delegate or more than one as necessary to manage a desired folder. For example, you could set delegate access to share your task list with both your boss and your assistant. You can add and remove delegates or modify their permissions at any time in the Delegates dialog box.
Procedures
1. Select the File tab. 2. Click Info.
3. Click the Account Settings button.
4. Click Delegate Access.
5. Click Add.
6. Type the name of the person you want to add as a delegate in the Search: box and
then select it from the list below.
7. Click Add.
8. Click OK. The Delegate Permissions dialog box opens.
9. Click the drop down list for the folder(s) to which you want to grant permissions.
10. Select the desired role.
11. Select other options as desired.
SENDING A
MESSAGE ON BEHALF OF SOMEONE
Discussion
If you have been given delegate permissions at Editor level to a person’s inbox, you can send
messages from your own Inbox on behalf of that person.
When the message arrives in the recipient(s) Inbox, it will display with the name of the person that you have sent it in on behalf of in the message header. When they read the message, however, the header will display that it was sent from you on behalf of that person.
Message sent on behalf of another person
Procedures
1. Create a new email message.
2. Select the Options tab.
3. Click From in the Show Fields group. A From: box appears in the message header.
4. In the From: box, type or select from the address book the name of the person that
you are sending the message on behalf of.
5. Complete the message as normal (ie. recipient addresses, subject, body text, etc).
6. Click Send.
ADDING ANOTHER PERSON’S MAILBOX
Discussion
If another person (eg. a secretary or assistant) regularly needs to access folders that you have given them permissions to - and this includes non-system folders - they need to add-in your mailbox to theirs. The added-in mailbox appears at the bottom of the Folder List in their Navigation Pane.
An added-in mailbox displayed in the Folder List
NB: In order to carry out this procedure, Outlook must be connected to the same Microsoft
Exchange Server host.
To be able to add-in another person (or persons) mailbox THEY have to follow a two-step
procedure first.
1. Set permissions (or grant delegate access) to all the individual folder(s) that they
want the other person to see and use (see pages 57 and 63).
2. Set permissions on their mailbox. This is done as follows:
a. Select the mailbox name at the top of the Folder List in the Navigation Pane
(it will normally have something like [email protected] or Mailbox – Joe Smith)
b. Select the Folder tab.
c. Click the Folder Permissions command in the Properties group.
d. To add people, click Add.
e. Type the name of the user to whom you want to grant permissions in the
Search: box and then select their name in the list below. f. Click Add.
g. Click OK.
h. Select the name(s) of the user(s) for whom you want to define or change
permissions in the Name list box.
i. Click the Permission Level: drop-down list
j. Select the role you want to grant the selected user(s).
k. Select or deselect additional permissions below, if desired.
l. Click OK.
NB. The level of permission set will depend on how much you wish the other person(s)
to be able to do to your mailbox. Reviewer is sufficient to allow them to add it in, but if
you wish to allow them to also create, modify or delete folders in your mailbox, you
need to elevate it to Editor. Owner level allows them to treat your mailbox as if it were
their own, including giving and changing permissions for other people.
Once they have set the necessary permissions as described above, you can follow the procedure below to add-in their mailbox.
Your folders
Other person’s shared folders
2. Click Info.
3. Click the Account Settings command.
4. Click Account Settings....
5. Select in the list the item referring to Microsoft Exchange; it will normally have
your user name in the first column.
6. Click the Change... button above the list.
7. Click the More Settings... button .
8. Select the Advanced tab.
9. Click Add.
10. Type the name of the person who’s mailbox you want to add-in (there is no
address book to select from). 11. Click OK.
13. Click Next.
14. Click Finish. The mailbox will have been added to the bottom of your own Mail
Folder List.
Click the expand arrow to view the folders within. If the following message and screen appears, it is because the person whose mailbox you are trying to add in has not granted permission to their mailbox.
CREATING CALENDARS GROUPS
Discussion
You can create a calendar for a particular group of people and/or resources. When you want to plan a meeting, you can open the group calendar, view the availability of everyone in the group at a single glance, and then schedule a meeting for all the people in the group. It is not necessary for people to give you permissions to their Calendar for them to be included in a Calendar Group. Their free and busy times should be visible by default.
The calendar group is displayed in the Navigation Pane name by name and when selected, displays individual people’s calendars vertically if there are four or less members or
horizontally if there are more than 4 (rather like the Meeting Scheduler).
This allows easy assessment of their availability at a particular date and time. You can then
create a meeting for all the people in the group by clicking the New Meeting > New Meeting
with All command in the New group of the Calendar Home tab . You can create and save more than one group calendar. For example, you can create a calendar with all the employees from a particular department, or a calendar with a group of people that attend a specific meeting. Group calendars can also be created solely from resources. You may want to create a group calendar for resources to find when they are free.
The Select Group Members dialog box
Tip
In order for a resource to be included in a group calendar, it must be set up with its own mailbox by the system administrator.Tip
You can add additional member to the calendar group by right clicking the name of the Group Calendar in the Navigation Pane and selecting
Add Calendar.
Tip
Members can be removed from a group by right clicking their name in the Navigation Pane and selecting Delete Calendar.Tip
A Group Calendar can be removed completely from the Navigation Pane by right clicking its name and selecting Delete Group.Procedures
1. Open the Calendar.
2. Select the Home tab, if necessary.
.
4. Type a name for the new calendar group .
5. Click OK.
6. Select from the address book, the names of the people and/or resources that you
want to include in the group.
7. Click OK. The group is displayed as a whole and name by name in the Navigation
Pane. The group’s availability is shown in the scheduler pane.