Granting and Sharing Permissions
Microsoft Outlook 2001 for the Macintosh
The following contains information on setting permissions, adding delegates, and opening mailboxes in Microsoft Outlook 2001. Permissions first need to be determined by the department/college and then applied to each account. After permissions are granted by the owner, the mailbox needs to be added to the user’s account.
Delegation gives the grantee “Send on Behalf” permission but not “Send As” permission. “Send As” permission is granted at the server level by the server administrator (Bryan Schneider) and must be approved by both parties involved. A permission form must be signed by both parties in order to gain and grant this permission. By granting “Send As” permission, the grantee can send messages as the grantor.
Permission Levels
(Roles) for Sharing
|
With this role |
You can |
|
Owner |
Create, read,
modify, and delete all items and files, and create subfolders. As the folder
owner, you can change the permission levels others have for the folder. (Does
not apply to delegates.) |
|
Publishing Editor |
Create, read,
modify, and delete all items and files, and create subfolders. (Does not
apply to delegates.) |
|
Editor |
Create, read,
modify, and delete all items and files. |
|
Publishing Author |
Create and
read items and files, create subfolders, and modify and delete items and
files you create. (Does not apply to delegates.) |
|
Author |
Create and
read items and files, and modify and delete items and files you create. |
|
Contributor |
Create items
and files only. The contents of the folder do not appear. (Does not apply to
delegates.) |
|
Reviewer |
Read items and
files only. |
|
Custom |
Perform
activities defined by the folder owner. (Does not apply to delegates.) |
|
None |
You have no
permission. You can't open the folder. |
Set Sharing
Permissions for a Folder
1. If the Folder List is not visible, click the View menu, click Folder List.
2. Click on your Mailbox folder to select it.
3. Click the File menu then click Properties.
4. Click the Permissions tab.
5. Click Add… to add a user to the list.
6. From the Add Users box, select the user’s name and click on the Add button.
7. When finished adding users, click OK.
8. In the Name box, click the name of the person you just added.
9. In the Permissions box, choose the Role for the selected user or click the individual permissions you want to give that person and click OK when finished.
10. Repeat these steps for each folder (Calendar, Inbox, Contacts) that you want to share.
Adding Mailboxes
1. Click the Tools menu then Services.
2. Click the Properties button.
3. Click the Advanced tab.
Click the Add… button to add a user’s mailbox to your account.
4. Type the user’s last name in the Add Mailbox dialog box and click OK.
5. Click OK.
6. Click OK.
Delegate
Access Permissions
A Delegate is someone granted permission to open another
person's folders, create items, and respond to requests for that person. The person granting delegate permission
determines the folders the delegate can access and the changes the delegate can
make. A
role is a combination of permissions.
|
With this role |
You can |
|
Author |
With Author permission, as a delegate, you can read and create items, and modify and delete items you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder, and then send either item on the manager's behalf. |
|
Editor |
With Editor permission, as a delegate, you can do everything an Author can do, plus modify and delete the items the manager created. |
|
Reviewer |
With Reviewer permission, as a delegate, you can read items; for example a delegate with Reviewer permission can read messages in another person's Inbox. |
With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.
Designating
Delegates
1. Click the Edit menu then Preferences.
2. Under the Microsoft Outlook section, click Sharing.
3. Click Add… to add a delegate.
4. Add the user.
5. Set Permissions for each folder and select the check boxes to give other permissions.
If a delegate needs permission to deal with meeting requests and responses only, the manager can select the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab and does not need to grant permission to his Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar.
6. Click OK when finished.
7. Click OK.