Go to Using Your ITS Outlook/Exchange Service [Windows]

Table of Contents

Delegation versus Sharing

You can delegate or share any folder in your Exchange account, but e-mail and calendars are the most common.

Delegation is most often provided when you want a trusted individual to be able to manage your e-mail and calendars. You can provide multiple people with delegate rights and limit each individual's authority through permissions. With the right permissions, a delegate can:
• read your e-mail
• send e-mail on-behalf-of-you or as-you
• make, accept or decline, and delete appointments in your calendar

CAUTION! If you provide delegate rights to your calendar, you are automatically providing send-on-behalf-of-you e-mail rights.

Sharing is typically used to allow others access to parts of your Exchange account, such as a calendar. You should use this method when you want someone to be able to manage your calendar but don't want that person to be able to send e-mail on your behalf. You can share items with multiple people and provide each person with specific permissions.

Table of Contents

Delegating

SEND-AS-YOU NOTE: If you prefer your delegate to be able to send-e-mail-as-you rather than send-on-behalf-of-you, please contact your system administrator.

CAUTION! The following steps automatically give your delegate permission to send-e-mail-on-your-behalf. If you only want to delegate your Calendar or other folders without providing send-on-behalf-of-you permission, please proceed to Sharing.

1. From the Tools menu, select Options.


2. In the Options window:
   
   
   
   
   1. Select the Delegates tab.
   2. Click Add.

3. In the Add Users window:
   
   
   
   
   1. Starting with the last name first, in the Type Name field, enter the name of the person you wish to add.
   2. In the Name box, select the person's name when it appears.
   3. Click Add and the name will appear underlined.
      HINT: If you want to add more people, repeat steps b and c.
   4. Click OK.

4. In the Delegate Permissions window:
   
   
   
   
   1. For each Outlook/Exchange item, select the permission level you want your delegate to have from the pull-down menus.
   2. Activate the checkbox next to Automatically send a message to delegate summarizing these permissions.
   3. Click OK.

5. Back in the Options window, click OK.

Table of Contents

Sharing

While the following steps are for sharing your Calendar, the method is the same for Contacts and Tasks.

1. In Calendar view, click Share My Calendar.
   
2. In the Calendar Properties window:
   
   
   
   1. Select the Properties tab.
   2. Click Add.
   3. In the Add Users window:
      
      
      
      1. Starting with the last name, begin entering the person's name.
      2. When the correct name appears, double-click it.
      3. The person's name will appear in the Add Users field.
         HINT: To add more names, repeat steps a through c.
      4. When you are finished adding names, click OK.

   4. Back in the Calendar Properties window, for each person that you added:
      
      
      
      1. Select the person.
         NOTE: If you added more than one person, you must set permissions for each person individually.
      2. From the Permission Level pull-down menu, select a pre-defined permission level for that person, or you can create your own permision level.
         HINT: For sharing purposes, Reviewer is a good choice — the person can see your calendar but not make any changes. See also Predefined Permission Levels.
      3. Click OK.

   Table of Contents

   Predefined Permission Levels

   Outlook offers nine predefined permission levels. If you choose not to use these groups, you can set permission levels individually.

   Owner	Full permissions; can create, edit, and delete all items, including those owned by others.
   Publishing Editor	Full permissions except does not own the folder; can create, edit, and delete all items.
   Editor	Full permissions except does not own folder and cannot create subfolders; can create, edit, and delete all items.
   Publishing Author	Same as Publishing Editor except cannot create subfolders.
   Author	Same as Publishing Editor except cannot create subfolders.
   Nonediting Author	Can create, read, edit, and delete items owned by individual; cannot delete items belonging to others and cannot create subfolders.
   Reviewer	Can view items; cannot edit or delete items and cannot create subfolders.
   Contributor	Can create items; cannot edit or delete items and cannot create subfolders.
   None	Can see folder; cannot create, edit, or delete items and cannot create subfolders.

   Additional Resources

   Visit ITS's Information System to obtain ITS computer documentation and other resources. A list of relevant documents follows:
   Using Your ITS Outlook/Exchange Service [Windows] S4327

   For further help with the ITS Exchange Service, send e-mail or phone (734) 764-HELP.

   Table of Contents

    

   
   Information and Technology Services
   
   General Computing  |  Contact Us  |  Computing on Campus  |  Wolverine Access  |  University of Michigan