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 2007:
A. Share Default Folders (Calendar, Inbox, Contact, etc.) with Delegate Access
a1. Launch Outlook 2007
a2. Choose "Options..." in
the "Tools" Menu
a3. Click on the "Delegates" Tab
a4. Click "Add..." to open the Add Users dialog box
a5. Select the user you want to assign
delegate access ("Test User 1b" is an example)
a6. Click "Add"
a7. Click "OK"
a8. 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:
a9. 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
a10. 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
a11. 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
a12. Click "OK" to return to the Options dialog box
a13. Click "OK" to exit the Options Menu
B. Access Shared Default Folders (Calendar, Inbox, Contact, etc.)
b1. Launch Outlook 2007
b2. Choose "Open User's Folder..." in the item Open of the File Menu
b3. Enter (or select) the user who shared the folder to you ("xxxxx" is the name of the user you want to access)
b4. In the Folder Type list, click the type of folder you want to access
b5. Click "OK". Outlook will display the shared folder.
C. Share a Folder (including non-default folders and sub-folders) and make it Visible to the Delegate
c1. Launch Outlook 2007
c2. Follow Section A for adding your delegate(s) with appropriate Delegate Permissions if you have not done so
c3. From Outlook's Folder List (shown at the left hand side), right click the folder name of the folder you want to share
c4. Choose "Properties"
c5. Click on the "Permissions" tab
c6. Under the Other heading, check the box next to "Folder visible" (may need to do this at the top of your Mailbox/Folder List as well)
c7. Click "OK"
D. Work together with Shared Folders
d1. Launch Outlook 2007
d2. Choose "Account Settings..." in the Tools Menu
d3. Select your Exchange account (Type is Exchange)
d4. Click "Change"
d5. Click "More Settings..."
d6. Click on the "Advanced" tab
d7. Click "Add..."
d8. Enter (or select) the user who shared the folders to you (xxxxxxxx is an example)
d9. Click "OK"
d10. Click "Next" -> "Finish" -> "Close"
The shared folders will be displayed together with your own folders in the Folder List when Outlook is launched.
Return to Exchange System FAQ page
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