Before you begin
You can share or delegate your Microsoft Exchange calendars,
address books, and e-mail folders.
Important: To use
sharing and delegation, both you and the other user must have mailboxes on a server
running Microsoft Exchange Server.
By using sharing,
you can give another user access to your Microsoft Exchange calendars, address
books, or mail folders. The shared folder appears under a separate account in
the other user's mail folder list, and the person can read your events,
contacts, or mail messages. If you give the user permission, the person can
also create, edit, and delete items in the shared folder.
By using delegation,
your delegate can view invitations and mail messages that are sent to you. With
your permission, the delegate can send and reply to invitations and messages
for you. Both your account name and your delegate's account name appear on the
invitation or message.
Note: When you
delegate or share an address book, calendar, or mail folder, delegates or users
who share those folders could view your private contacts, events, or e-mail
messages by using other software applications. To help protect your privacy,
put private items in a separate, non-shared address book, calendar, or mail
When you share a folder, you can set permissions that define
what each user sharing the folder can do:
Activities a sharing user can perform
Create, read, modify, and delete all calendar, address book, private
and public folder, and mail folder items. As an owner, a user can change the
permission levels others have for the folder
Create, read, modify, and delete all items, and
Create, read, modify, and delete all items
Create and read items, create subfolders, and
modify and delete items you create
Create and read items, and modify and delete
items you create
Create and read items, and delete items that you
Read items only
Create items only
Perform activities defined by the folder owner
Not perform any activity. The user remains on the
permissions list but has no permission and cannot
open the folder
When you add a delegate, you can give the delegate separate
permission levels for your calendar, inbox, and address book folders:
Activities a delegate can perform
Read and create items, and modify and delete items he or she creates.
For example, a delegate with Author permissions can create meeting requests
directly in the account owner's calendar and respond to meeting requests on
the account owner's behalf
Do everything an author can do, plus modify and delete items that the
account owner create
Read items only. For example, the delegate can read messages in the
account owner's inbox
To share a calendar, address book, or mail folder, both you
and the user that you want to share with must have Microsoft Exchange accounts
Click Calendar then select your Microsoft Exchange calendar
that you desire to share.
Right click on the calendar you desire to share and select “Sharing Permissions”.
Click the "Add User"
Type the name of the user, or account ID (User ID) and then
In the search results, click the user’s name, and then click
In the Permissions
list, click the user's name, and then on the Permission Level pop-up
menu, click the access level that you want. To customize the user's permission
levels, select or clear the check boxes. You may also change the options for
Edit Items and Delete Items.
When you delegate or share an address book, calendar, or mail folder, delegates
or users who share those folders could view your private contacts, events, or
e-mail messages by using other software applications. To help protect your
privacy, put private items in a separate, non-shared address book, calendar, or
Click Calendar then select your Exchange calendar that you desire to stop sharing.
On the File menu, click Folder >Permissions.
Click on the Permissions tab, click the name of the user
that you want to stop sharing with. To temporarily suspend access, on the
Permission Level pop-up menu, click None.
Or, to permanently stop sharing with the person, click Remove.
Tip: If you change the permission level to None, the user remains on the list,
which allows you to quickly reinstate permissions later. If the calendar,
address book, or mail folder has Folder Visible permissions assigned, the
folder is still visible to the user when you suspend access.
All delegation settings are available on the Delegate tab in
your Microsoft Exchange account settings. This is where you add delegates and
manage their permissions.
Click Tools then
Select your Exchange account in the account window.
Click the Advanced
Click the Delegates
Notice that there are two areas: one for account owners to
add delegates, and one for delegates to add account owners.
Add a delegate
Before another Microsoft Exchange user can act on your
behalf, you must add the person as a delegate. As your delegate, the person can
send and respond to your Microsoft Exchange e-mail, schedule and respond to
calendar events for you, and access any Microsoft Exchange folders that you
give them permission to work with. You can add multiple delegates, and give
them varying levels of access to your folders.
After you add a delegate, that person must add you as
someone that they're a delegate for. This procedure is covered in the Act as a
Under Delegates who can act on my behalf,
Type the name of the person who you want to add as a
delegate, and then click Find. Select the name, and then click OK.
Permissions determine to what extent a delegate can use your
Microsoft Exchange Inbox, calendar, and address book folders. For your
convenience, you can set different permission levels for each folder. For
example, you might allow a delegate to see the contents of your address book
and create and respond to calendar events on your behalf, but not read e-mail
messages in your Inbox.
On the Calendar pop-up menu, click a permission level.
Note: The permission levels, from most permissive
to most restrictive, are Editor, Author, Reviewer, and None. For a more
thorough description of permission levels review the table delegate table on
page two of this document.
Set the permission level for the Inbox and
Address Book pop-up menus. To notify the person that you made him or her a
delegate, select the Send a message to delegate summarizing these permissions
check box and then click OK.
Become a delegate for an account
Before you can act on behalf of an account owner, you need
to add yourself as their delegate. This is the final step in establishing the
Important: Before you can become a delegate for someone else, that
person must add you as a delegate.
Click Tools > Accounts
Double-click your Microsoft Exchange account
Click the Delegate tab,
and then under People I am a delegate for,
Type the name of the account owner, and then click Find. Select the name, and then click OK.
Notice that the person is listed in the Users I am a delegate for box. Click OK.
View delegate folders in Outlook
After an account owner makes you a delegate, you can access
their Microsoft Exchange folders from your Outlook folders list. You will see
only the folders that the account owner has given you permission to access.
Click Mail. In
your folder list, click the arrow next to the account that you’ve been given
permissions on (owner's Microsoft Exchange account).
Tip: If you don't see the folder list, click View then select Folder List.
Click the folder that you want to open (for example,
Calendar1). Notice that the account owner's Microsoft Exchange calendar
Hint: If the account owner removes you as a
delegate, their Microsoft Exchange folders will not appear in your folder list
Create an Event on behalf of the account owner
As a delegate, you might need to help manage the account owner's
calendar. Depending on the permissions that the account owner sets, you can
schedule, update, and respond to events on their calendar.
Verify that you are in the calendar that you have delegate
and then click New. You can also
create an event in the calendar by double-clicking a time period in the day,
week, or month view. The date and time of your selection are automatically
entered in the new event window.
Enter the details for your new event.
Inviting People to Your Event
You can invite others to your event by clicking the Invite
button and then type the invitees’ names in the To: field in the invitee box. After you have entered the names for
all of the individuals you wish to invite, close the To: box by clicking on the small gray square located in the top
left corner of the box.
Click the Scheduling
tab to find out whether your invitees are free or busy. If all of the people
you wish to invite are available, click the Send Now button and the event will be added to the schedule. The
individuals invited to the event will receive an email asking them to accept or
decline your invitation.
Respond to a calendar event on behalf of the account owner
In the account owner's Microsoft Exchange folder list, click
Double-click the e-mail that contains the invitation
Click Accept, Tentative, or Decline
To send a response to an event, click Respond, with comments or Respond,
without comments. If you select Respond, with comments an email message window will open with the
recipient and subject lines already completed. Type your comments in the body
of the messages and then click the Send
button. If you select Respond, without
comments a response will be sent automatically.
Hints: If an account owner marks a calendar event as
private, delegates can't respond to the event