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Sharing Mailbox Folders

Outlook allows you to grant access to other YSJ users of Outlook to your mailbox.

There are two ways of achieving this: Delegate Access and Sharing Individual mailbox folders

Delegate Access

You can use Microsoft Outlook to allow another person, known as a delegate, to receive and respond to meeting requests or responses and to send e-mail messages on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your Exchange mailbox.

Delegate Access is most commonly used between a manager and his or her assistant, where the assistant (delegate) is responsible for processing the manager's incoming meeting requests or e-mail messages and coordinating the manager's schedule.

A delegate automatically receives Send on Behalf permissions. This means your delegate can do the following:

  • Respond to a meeting request sent to you, the manager.
  • Receive meeting request responses sent to you, the manager.
  • Compose and send an e-mail message that, when received, will have:

Delegate Name on behalf of Manager Name next to From.

By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

 

To enable Delegate Access

  1. Within Outlook, click on the "File" Tab
  2. Click the "Account Settings" button then click the "Delegate Access" option.
  3. Click "Add" and type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
  4. Click Add, and then click OK.
  5. In the "Delegate Permissions" dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.

If a delegate needs permission to work with meeting requests and responses only, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, is sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

NOTE   By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder, because after the delegate responds to the meeting on your behalf, the meeting is automatically added to your Calendar folder.

Descriptions of delegate permission levels:

  • Reviewer - With this permission, the delegate can read items in the manager's folder.
  • Author - With this permission, the delegate can read and create items, and modify and delete items that 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 the item on the manager's behalf.
  • Editor - With this permission, the delegate can do everything that an Author has permission to do and additionally can modify and delete the items that the manager created.

 6.   To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarising these permissions check box.

 7.   If you want, select the Delegate can see my private items check box.

IMPORTANT   This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

 8.   Click OK.

 9.   In the Folder List on the left-hand of the Outlook window (if this is not visible, select the View menu and click Folder List) right-click on your email address and click on the Folder Permissions option.

10.  Click on the Add button, then start to type the name of the user you're granting access to in the box marked Type Name or Select from List. As you type the name, the list below will move towards the correct entry. Once it is in sight, click on the correct user to highlight the name, then click in the Add box to place them in the bottom box. Click OK

11.  Click on OK. Note that the specified user has been added, but still with the default properties. Click on the user's name and tick "Folder Visible".  This is the only permission requirement at the top level of the mailbox.

 

Accessing another person’s mailbox as a delegate

To open shared mailbox folders:

  1. Within Outlook, click on the "File" Tab
  2. Click the "Account Settings" button then click the "Account Settings"
  3. Double-click on your email address (should have a tick to the left of it)
  4. Within the "Change Account" window click "More Settings..."
  5. Click the "Advanced" tab
  6. Click "Add" and enter the name of the mailbox you which to access.
  7. Click Ok, Next, Finish and close.

The shared mailbox folders should now be visible in the Outlook folder list.

 

Allowing access by sharing individual mailbox folders

Delegate Access, as described above, gives access only to the main folders (Inbox, Calendar, Tasks, Contacts, Notes and Journal). Should you wish to give users access to folders other than these, or you do not wish the user to be able to send email on your behalf, you can set explicit access permissions on your folder hierarchy.

  1. In the Folder List on the left-hand of the Outlook window (if this is not visible, select the View menu and click Folder List) right-click on your email address and click on the Folder Permissions option.
  2. Click on the Add button, then start to type the name of the user you're granting access to in the box marked Type Name or Select from List. As you type the name, the list below will move towards the correct entry. Once it is in sight, click on the correct user to highlight the name, then click in the Add box to place them in the bottom box. Click OK
  3. Click on OK. Note that the specified user has been added, but still with the default properties. Click on the user's name and tick "Folder Visible".  This is the only permission requirement at the top level of the mailbox.
  4. At this point, you have given the user access to the mailbox but not anything contained in it. You now need to repeat the above step for all folders (inbox, sent items, etc) you wish to share.  You also need to highlight the name and choose "Reviewer" from the "Permission Level" drop-down box.

 

Accessing shared folders in another mailbox

To open shared mailbox folders:

  1. Within Outlook, click on the "File" Tab
  2. Click the "Account Settings" button then click the "Account Settings"
  3. Double-click on your email address (should have a tick to the left of it)
  4. Within the "Change Account" window click "More Settings..."
  5. Click the "Advanced" tab
  6. Click "Add" and enter the name of the mailbox you which to access.
  7. Click Ok, Next, Finish and close.

The shared mailbox folders should now be visible in the Outlook folder list.

 

What to do if you are having difficulties

In the first instance please consult the instructions above and the Email FAQ. If this still does not resolve your issue then please do not hesitate to contact us.

 

You can contact the ICT Helpdesk in the following ways

  • Visit Question Point on the ground floor of Fountains Learning Centre.
  • E: ils@yorksj.ac.uk
  • T: 01904 876696 (9am to 6pm Monday to Friday)