Datasheet

Managing Someone Else’s E-Mail and Calendar
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2. Designate a mailbox to open.
In the Name box, type the name of the person whose mailbox you want
to open temporarily, or click the Name button and select that person
from a list displayed in the Select Names: Global Address List dialog box
(refer to Figure 1-18). Click OK to return to the Open Other User’s Folder
dialog box.
3. From the Folder Type list, select the type of Outlook module you want
to open. Click OK.
The folder you chose is added to the Navigation pane.
4. Click that folder to display its contents.
For example, change to Calendar and click Ellen McGrieu under My
Calendars to display her calendar next to yours.
If for some reason you haven’t been given access to the folder you wanted to
open, you’ll see a message asking if you’d like to request access. Click Yes.
Dealing with meetings and tasks as a delegate
Well now, you’re pretty well set. You have the folders for that special some-
one who’s stuff you promised to take care of, appearing right there in your
Outlook, all nice and ready to go. All you need to do now is sit back and wait
for a meeting or task request or reply to come in, assuming that’s what you’re
taking care of. If you’re in charge of other things as well, such as adding or
canceling appointments, well, just go ahead and take care of that too.
Here’s how to deal with meeting or task requests that come in for the person
you’re covering for, follow these steps:
1. Open the task or meeting request you want to reply to.
Assuming the colleague whose stuff you’re handling left the Delegate
Receives Copies of Meeting-Related Messages option on, any incoming
meeting requests appear in your Inbox, where you can easily deal with
them. If your colleague didn’t choose this option when she set you up as
a delegate, then you need to actually check that person’s mailbox for the
requests (assuming you have at least Reviewer access for that). Once
found, double-click the request to open it, as shown in Figure 1-19. The
InfoBar reminds you that this request is actually for someone else.
Now, unless you were given at least Reviewer access to your colleague’s
Inbox, you need to do some digging to find and reply to task requests
because they don’t appear automatically in your Inbox. With Editor
access to Tasks, you can use the steps in the preceding section to dis-
play your colleague’s Tasks folder, and then when task requests come in,
they appear in the listing in bold (until you open them, that is).
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