There are three ways a delegate can view the
permitted items at his/her workstation: from the Folder List,
from the Outlook Bar, and from the File menu.
The Folder List and Outlook Bar need to be set up
manually first, while using the File menu requires no set-up
at all. Using the File menu is recommended only for
those who need to access the permitted items infrequently, as it
involves a few steps.
Setting
Up the Folder List and Outlook Bar
For those that will be accessing the items on a
daily or frequent basis, the Folder List should be set-up
with the delegator's items. Setting up the Outlook Bar
is optional.
At the DELEGATE'S workstation:
-
From the Tools
menu, choose Services.
-
Highlight Microsoft Exchange Server and
choose Properties. The Microsoft Exchange Server
dialog box is displayed as shown below.
-
Select the Advanced
tab, and choose Add.
-
In the Add Mailbox dialog box, type the
name of the delegator, and choose OK.
-
Outlook searches for the person in the Global
Address List. You may have to choose the proper person
from the names Outlook finds.
-
Choose OK.
-
If necessary, choose Folder List from the
View menu. The Mailbox-[Delegator's Name] is
now listed. Clicking the plus sign to the left of the
delegator's mailbox will expand the folder to view all items the
delegate has permission to view.
If the delegate would like a shortcut placed on the
gray Outlook Bar, continue with the following steps.
-
Drag and drop the
item needed for the shortcut from the Folder List to the
appropriate spot on the Outlook Bar. An I-bar
appears to help place the shortcut in the proper location.
-
Right-click on the
shortcut, choose Rename Shortcut, and type a new name to
differentiate this item from the delegate's items (i.e.
"John's Calendar").
-
Press Enter.
Accessing
the Item from the File Menu
Infrequent users may want to skip the above and just
access the Outlook item from the File menu when needed.
The delegate can follow these steps:
-
From the File menu, choose Open
and select Other User's Folder. The Open Other
User's Folder dialog box is displayed as below.
-
Type in the name of
the delegator, or choose the Name button to select from
the Global Address List.
-
From the drop-down
arrow, select the item to be viewed.
-
Choose OK.
Outlook searches for the person, and you may have to select the
delegator from a list of names Outlook finds.
-
The delegator's item appears if the delegate has
been given the proper permissions.
If an infrequent user of the delegator's item(s)
needs to only be able to read the items now and then, you can
quickly set up read-only permission. Using this method, the
delegate can access the item only from the File menu.
Keep going!
