Mailbox sharing and permissions in UNify Mac OS X

Transcription

1 Mailbox sharing and permissions in UNify Mac OS X Use these instructions if you want to allow someone else to frequently send and reply to s, or respond to meeting requests on your behalf. (In GroupWise this was known as Proxy Access ). You may wish to grant a colleague access to your Outlook mailbox including your Inbox, Sent Items, Drafts and Deleted Items folders. For example, a manager may requires an assistant or PA to monitor their and maintain their daily schedule. To do this, both the 'manager' and the 'assistant' both need to change some settings in their accounts. Please follow the steps carefully. Do not use these instructions if you only want to share your calendar. There is an easier way to do this. STAGE 1: GRANTING DELEGATE ACCESS Note: The person who wants to share their Mailbox needs to follow Stages 1 and To add delegates to your account, navigate to: Outlook > Preferences 2. Select the Accounts pane 3. Select your account and click the Advanced button in the bottom right corner. IT Services Page 1 of 7

2 4. Select the Delegates tab and click the plus symbol under Delegates who can act on my behalf. 5. Put the user you are looking for into the search box and click Find then select the user you require and click OK. 6. The Delegate Permissions window will open. You will notice all permissions are set to none (unless you have previously granted calendar permissions, in which case your previously selected options will be remembered). Click on the down arrow next to each item (E.g. Calendar, Tasks, etc) and select Editor. This will grant your colleague full Editor access. However, you can choose which options suit you depending on your requirements for the delegate. Tip! Each permission has a brief explanation as to the level of access in brackets. (Note that only Inbox permissions at an editor permission level are required if you would like the delegate to be able to send s on your behalf.) The rest are purely optional dependant on how extensively you use Outlook IT Services Page 2 of 7

3 7. Tick the check box at the bottom of the window. This automatically sends a message to the delegate summarising these permissions to do exactly that. An will be sent to your colleague informing them of their new access rights to your account. 8. Click OK 9. Your colleague will now be listed in the Delegates window. Select the desired drop down option to choose where to send meeting requests. My Delegates Only, But Send Me a Copy is the recommended and most common choice. 10. Click OK IT Services Page 3 of 7

4 STAGE 2 - GRANTING FOLDER ACCESS The next stage is to grant folder access to your delegate. Following these steps will enable you to customise what folders you would like your colleague to actually see from within their own account. 1. In the navigation page, navigate to your Mail view. Right click (or hold down Control button on the keyboard and click) on your Inbox, located at the top of the navigation tree. From the pop up list, choose Folder Properties. 2. The Properties Window will open. Select the Permissions tab. 3. Click the Add User button. This will open the Address Book window. 4. Select the delegate you added in Stage Click OK. IT Services Page 4 of 7

5 6. You will be returned to the mailbox Properties window. Select the delegate's name, and from the box next to Permission Level, select the permissions required for this delegate. For full access, use Publishing Editor rights. Publishing Editor rights can allow them: Full Read access to , Modification rights to the mailbox structure including creating sub-folders Full Delete capability Tip! As you change your permission level the corresponding boxed sections at the bottom of the window respond and tick the necessary fields. Experiment and view the additional permissions and options for levels such as Owner, Reviewer and Publishing Author. 7. Click OK. You will be returned to the Mail window. Repeat the above process for any additional folders you would like the delegate to see within their own account. For example: Sent Items and Deleted Items. IMPORTANT: You have now completed the two stages required to grant access for another colleague to view your mailbox. Now ask your colleague to follow the steps for Stage 3 - Viewing a colleague's mailbox. Any NEW folders that you create will also be seen by your delegate(s). OLD folders are not affected. If you wish to keep any NEW folders that you create private, right click on the folder, select Properties and the Permissions tab. Remove the delegate(s) by selecting their name and click Remove. IT Services Page 5 of 7

6 STAGE 3 - VIEWING A COLLEAGUE'S MAILBOX IMPORTANT: Before attempting to follow these instructions, please ensure that the owner of the mailbox you wish to see has granted you delegate and mailbox access - as described in Stages 1 and 2. Dependant on the permissions you've been granted by your colleague in Stages 1 and 2, you may now be able to read/modify/delete and send on behalf of the account owner. 1. Navigate to Outlook > Preferences 2. Select the Accounts pane 3. Select your account and click the Advanced button in the bottom right corner. 4. Select the Delegates tab and click the plus symbol under People I am a delegate for. IT Services Page 6 of 7

7 5. Put the user you are looking for into the search box and click Find then select the user you require and click OK. 6. In the folder list of your mailbox you will see the additional account you just added underneath your own. 7. To expand the new account and display the additional folders that you were given access rights to, click the small triangle next to the mailbox name. You have now been successfully granted Delegate/Mailbox permissions and opened an additional Mailbox within your account. IT Services Page 7 of 7