Granting and Sharing Permissions

Microsoft Outlook 2002 for the PC

The following contains information on setting permissions, delegation, and adding mailboxes in Microsoft Outlook 2002. Permissions first need to be determined by the department/college and then applied to each account. After permissions are granted by the grantor, the mailbox needs to be added to the grantee's account.

Delegation gives the grantee Send on Behalf permission but not Send As permission. Send As permission is granted at the server level by the system administrator (Bryan Schneider) and must be approved by both parties involved. A permission form must be signed by both parties in order to allow this permission level. By granting Send As permission, the grantee can send messages from their e-mail account as the grantor.

Sharing Permissions

A role is a combination of permissions.

With this role	You can
Owner	Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor	Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor	Create, read, modify, and delete all items and files.
Publishing Author	Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)
Author	Create and read items and files, and modify and delete items and files you create.
Contributor	Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer	Read items and files only.
Custom	Perform activities defined by the folder owner. (Does not apply to delegates.)
None	You have no permission. You can't open the folder.

Set Sharing Permissions for a Folder

Complete the steps below to grant permission to access your Mailbox/Outlook Today. The mailbox is NOT your e-mail inbox.

1. If the Folder List is not visible, click the View menu, click Folder List.
2. Click on your Mailbox folder to select it.
3. Right-click this folder and then click Properties on the shortcut menu.
4. Click the Permissions tab.
5. Click Add
   .

1. In the Type name or select from list box, type or select the name of the person you want to grant sharing permissions to.
2. Click Add.
3. Click OK when finished.
4. In the Name box, click the name of the person you just added.
5. In the Permissions section, click the permissions you want to grant that person. The minimum permission level necessary to access the mailbox is Folder Visible.
6. Click OK when finished.

**Repeat these steps for each folder, Calendar, Inbox, Contacts, that you want to share.

Adding Mailboxes

Once permission is granted to access a folder, Calendar, Inbox, Contacts, a mailbox can be set up on the grantee's computer for easy access to the folder(s).

1. Click Tools, E-mail Accounts.
2. View or change existing e-mail accounts should be marked then click Next.
   
3. Click the Change button.
   
4. Click More Settings
   
5. Click the Advanced tab.
6. Click the Add button.
   
7. Type the person's name in the Add mailbox: dialog box and click OK.
   
8. In the next 3 dialog boxes, click OK, Next, Finish.

Delegate Access Permissions

A Delegate is someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make. A role is a combination of permissions.

With this role	You can
Author	With Author permission, as a delegate, you can read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf.
Editor	With Editor permission, as a delegate, you can do everything an Author can do, plus modify and delete the items the manager created.
Reviewer	With Reviewer permission, as a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox.

With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

Designating Delegates

1. Click the Tools menu, Options, and the Delegates tab.
   
2. Click Add to add a delegate.
   
3. Set Permissions for each folder.
4. Click OK.
   
5. Click OK.

If a delegate needs permission to deal with meeting requests and responses only, the manager can select the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab and does not need to grant permission to his Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar.