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1 of 2 Microsoft Outlook 2003 makes it possible to delegate one or more people to read and create items in your Outlook account and to respond to e- mail messages on your behalf. This can be useful if you receive a high volume of e-mail messages and have limited time to respond to each. Using this guide, you will learn how to: Add a Delegate When you add a delegate to your Outlook account, you share certain selected folders with that person and give him or her permission to take specific actions on your behalf. Be thoughtful when providing delegate access to your Outlook folders. Provide access only to trusted sources. Add a Delegate Open a Delegated Outlook Folder Change Delegate Access Levels Remove a Delegate 1 2 On the Tools menu, click Options. In the Options box, click the Delegates tab. Click Add. For information on sharing calendars, see Get Started with Sharing Outlook Calendars at insert your URL. 3 4 On the Add Users screen, select the name of your delegate and click Add. When you are finished, click OK. In the Delegate Permissions box, determine the level of permissions for each delegate. By default, delegates have Editor permissions on your Calendar items and Tasks, and receive copies of your meeting-related messages. To modify these levels, or to add permissions for other Outlook categories, click the arrow next to the category and chose a level. 5 Notes To automatically send an explanation of permissions to your delegate, select the check box on the Delegate Permissions dialog box. To set up access so a delegate receives all of your meeting requests and responses, and you receive none, select the check box at the bottom of the Options dialog box. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved.
2 of 2 Open a Delegated Folder When someone has granted you delegate access, you may open that person’s Outlook folder from your own computer and begin your delegate responsibilities. On the File menu, point to Open and then click Other User’s Folder. 2 3 4 1 Click the arrow next to Folder Type to select the folder to access. Click OK. The designated folder opens in a new window, replacing your own folder of that name. Type the full name or alias of the person who granted you delegate access. Click Name to browse the Global Address List for the name. Change Delegate Access Levels You may modify permissions for a delegate at any time. On the Tools menu, click Options. Click the Delegates tab. Select the name of a delegate and click Permissions. For each Outlook folder or item you want to change for this delegate, open the menu and select a new permission level. When you are done, click OK. 1 2 3 4 5 On the Tools menu, click Options. On the Delegates tab, select the Delegate name you wish to remove. Click Remove. Click OK. 1 2 3 4 Remove a Delegate Note To maintain access to your own Outlook folder as well as the delegated folder, before you begin the process above, right-click the specified folder (Inbox, Calendar, etc.) and click Open in New Window. A second instance of the folder appears. Now apply the instructions above to this secondary window. Your original folder will be available while the delegated folder opens in the second window. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved.
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