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OUTLOOK 2007 - DELEGATE ACCESS

Topics:

• What is a Delegate?
• Levels of Permissions
• Give a Delegate Access to Your Calendar

What is a Delegate?

A delegate is someone you can give permissions to in order for them to do things on your behalf. For example, if you give delegate access to someone, they may be able to see your inbox, calendar, meeting requests, contacts, etc. Depending on the permissions you give them, they may be able to respond to email messages and meeting requests on your behalf as well.

Levels of Permissions

There are three different levels of permissions that you can decide to give a delegate:

• Reviewer:
• • A reviewer only has view rights. They can review your calendar, meeting requests, etc., but cannot make any changes to them. This is the lowest level of permissions.
• Author:
• • In addition to being able to review items, an author can create items and modify and delete items that they have created. However, they cannot modify or delete an item created by you. For example, an author can create a meeting request and send it out on your behalf.
• Editor:
• • An editor has all of the permissions that an author has, but they can also modify and delete items that are created by you. An editor has the highest level of permissions.

Give a Delegate Access to Your Calendar

• Open your calendar by clicking on the Calendar button on the left side of the main Outlook window on the Navigation Pane.

• Click Tools on the toolbar at the top, then click Options...

• Select the Delegates tab, then click the Add.. button.

• Search for the person whom you want to make a delegate.
• Select the person you want and click the Add -> button. Click OK when finished.

• In order to change permission levels, click on the drop down box next to Calendar and select one of the three types of permission levels previously described (reviewer, author, editor).
• When editor is selected, the box next to "Delegate receives copies of meeting-related messages sent to me" is automatically checked. If you DO NOT want the delegate to receive copies of these messages, uncheck the box.

• Click on the drop-down box next to Tasks and select None.
• Click on the check box next to "Automatically send a message to delegate summarizing these permissions" in order to let the delegate know the permissions they now have.
• If you want the delegate to have access to view your private calendar items, click the check box next to "Delegate can see my private items."
• Click OK when finished.