Datasheet

824
Managing Someone Else’s E-Mail and Calendar
If, for some reason, you don’t have access to the folder that you want to
open, a message dialog box appears, asking whether you want to request
access. Click Yes, and Outlook will open up a message form showing the
formal request for access sharing. The recipient only needs to accept your
request automatically, and the sharing process will begin immediately.
(Don’t you wish Congress worked like that?)
Dealing with meetings and tasks as a delegate
After you have the folders for that special someone who’s stuff you prom-
ised to take care of appearing right there in your Outlook, all nice and ready
to go, you just need to sit back and wait for a meeting or task request or
reply to come in (if 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.
Follow these steps to deal with meeting or task requests that come in for the
person you’re covering for:
1. Open the task or meeting request to which you want to reply.
If the colleague whose stuff you’re handling left the Delegate Receives
Copies of Meeting-Related Messages check box selected, any incoming
meeting requests appear in your Inbox, where you can easily deal with
them. If your colleague didn’t select this option when he or she set you
up as a delegate, then you need to actually check that person’s mail-
box for the requests (you need at least Reviewer access, as opposed to
None, to open the person’s mailbox).
2. When the task or meeting request comes in for the person who made
you a delegate, double-click the request to open it, as shown in
Figure 1-17.
The InfoBar reminds you that this request is actually for someone else.
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 amid the other tasks in your own Tasks list in bold (until
you open them, that is).
To help you quickly identify task requests, sort your colleague’s Tasks
list by person responsible. Click the Change View button on the View tab
and select Assigned from the pop-up menu that appears.
54_487730-bk10ch01.indd 82454_487730-bk10ch01.indd 824 6/18/10 4:11 PM6/18/10 4:11 PM