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Managing Someone Else’s E-Mail and Calendar
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3. Click Remove.
The delegate is removed from your Permissions lists and no longer is
able to access your various Outlook folders. Your delegate doesn’t get
any e-mail letting him know that he’s now “off the hook,” so you might
want to drop an e-mail yourself to thank him for his hard work and to tell
him to stop reading your mail.
Managing Someone Else’s E-Mail and Calendar
You might be given access to somebody else’s Outlook folders in several
ways. If someone wants to control exactly what you can do and doesn’t want
you acting on her behalf, you were probably given access to a shared folder.
You can find help managing these folders in Book IV, Chapter 3 for Calendar;
Book V, Chapter 4 for Contacts; and Chapter VI, Chapter 3 for Tasks.
This section assumes that you are given a different kind of access — delegate
access — to someone’s folders. With this kind of access, when you create
items, you do it by acting on the other person’s behalf. If you send a task
request, for example, everyone knows that it came from you, but on behalf of
someone else. So, no, you can’t plan an eight-hour “doing nothing” meeting
just to get some time off, without your boss eventually catching on.
Displaying somebody else’s folders
When someone sets you up as a delegate, you get an e-mail detailing exactly
which folders you have access to and what you can do there. The first thing
you’ll probably want to do is to display that person’s folders in your
Outlook, so you can keep an eye on them.
Although delegate access is great, unless the person also makes his mailbox
visible, you can’t access it through the Navigation pane. To make a mailbox
visible on the Exchange network, you need to change to Mail and right-click
the Mailbox - your name folder in the Navigation pane and choose Change
Sharing Permissions. Select the Folder Visible option and click OK. Then tell
your delegate that everything’s set.
To add somebody’s folders to Outlook so you can see them each time you
start the program, follow these steps:
1. Choose Tools➪Account Settings.
The Account Settings dialog box appears (see Figure 1-14).
2. Select your Exchange account and click Change.
The Change E-Mail Account dialog box appears. See Figure 1-15.
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