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Managing Someone Else’s E-Mail and Calendar
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2. Choose File➪New➪Meeting or Task.
Create the meeting or task request in the usual manner. For help in creat-
ing meeting requests, see Book IV, Chapter 4. For help with task
requests, see Book VI, Chapter 3.
3. Click Send.
When a colleague receives the meeting or task request, he sees that you
created it, but on behalf of someone else. He knows exactly who’s asking
the favor, and who owes him one if he ultimately accepts.
When meeting replies come in, you simply need to open the messages to
have Outlook add that person’s Accept, Decline, or Tentative added to the
meeting total. For task replies, you need to open the message as well, so you
can at least see whether or not she accepted the task.
Dealing with e-mail as a delegate
Managing a few meeting replies or task requests that come in while some-
one’s on vacation should probably amount to very little work on your part.
Of course, if it’s your full-time job to manage someone’s schedule, that’s
another matter altogether. Still, dealing with appointments, meetings, and a
few stray task requests is nothing compared to dealing with a steady stream
of incoming e-mail. I mean, I know how much e-mail I get on any given day,
and if I had to double that by taking on someone else’s e-mail, I’d probably
never be able to leave the office.
To send out a new e-mail on someone’s behalf, follow these steps:
1. Choose File➪New➪Mail Message.
A message form jumps up.
2. Add your colleague’s name to the From box.
Now, normally, the From box doesn’t show up in the message form. To
make it show, choose Options➪Fields➪Show From. Then either type the
name of the person you’re creating the e-mail for in the From box, or
click the From button and select the name. See Figure 1-20.
3. Complete the e-mail.
The rest is familiar: address the e-mail, type a Subject, and enter your
message, or rather, your colleague’s message, in that big white box at
the bottom of the form. If you need help creating the e-mail, see Book II,
Chapter 1.
4. When you’re finished, click Send.
The recipient knows that you sent the e-mail, but he also knows that the
message was ultimately from someone else.
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