How to share my Exchange Data (Mailbox, Calendar, Contacts, etc.) to my Delegates with Outlook 2010?

With Exchange Data Sharing feature, users (e.g. managers) can give another user (a delegate, e.g. assistant or secretary) access to their Exchange calendars, contacts, task, or mail folders so that the person can read the owner's events, contacts, or mail messages. With given permission, the delegate can also create, edit, and delete items in the shared folder. Moreover, together with Outlook Delegates function, a user's delegate can view invitations and mail messages that are sent to that user. With given permission, the delegate can send and reply to invitations and messages for the user. Both the user and the delegate's account name appear on the invitation or message.

Following are some procedures for setting up and using the Exchange Data Sharing and Outlook Delegates functions with Outlook 2010:

A. Share Default Folders (Calendar, Inbox, Contact, etc.) with Delegate Access

a1. Launch Outlook 2010

a2. Choose "Info" in the "File" Menu

a3. Click on the "Account Settings"

a4. Click on the "Delegate Access"

Select the "Delegate Access: option

a5. Click "Add..." to open the Add Users dialog box

open the Add Users dialog box

a6. Select the user you want to assign delegate access ("Test User 1b" is an example)

a7. Click "Add"

a8. Click "OK"

Add Users

a9. Specify the appropriate permissions for each default folder (Calendar, Inbox, Contact, etc.) you want the selected delegate to access on your behalf. Some permissions commonly used are:

Reviewer - The delegate can only read items
Author - The delegate can create and read all items but can edit and delete only the delegate's own items
Editor - The delegate can create, read, edit, and delete all items

a10. For Calendar sharing, if you want the delegate to receive and handle your meeting-related messages (e.g. meeting requests and invitations), click to activate the "Delegates receives copies of meeting-related messages sent to me" check box

a11. If you want Outlook to send a message to the delegate outlining the permissions you set, click to activate the "Automatically send a message to delegate summarizing these permissions" check box

a12. If you want the delegate to also see those items that you marked as private, click to activate the "Delegate can see my private items" check box

a13. Click "OK" to return to the previous dialog box

Set Delegate Permissions