Ms Office Tune Up

It’s often handy to have another person send new messages, replies, and forwards on your behalf. For example, you may be stuck in a meeting when an important message comes through that must be responded to immediately. Similarly, you might have a deputy or team assistant that you want to give access to your Inbox folder while you’re not in the office.

You can do this by sharing your Inbox folder with the other person. However, that’s not ideal because other people access your shared folder as themselves. So, if an assistant accesses your shared Inbox and replies to one of your messages, the recipient will see that the reply came from your assistant, not you. If you want the other person to send messages that appear to come from you, and if you’re on an Exchange Server network or host, then you can give that person send-on-behalf-of permission on your Inbox folder. You do this by setting up the user as a delegate who has delegate access to your Inbox. Follow these steps:

1. Choose Tools, Options. Outlook opens the Options dialog box.
2. Choose the Delegates tab.
3. Click Add. Outlook opens the Add Users dialog box.
4. Click the user you want to assign delegate access, click Add, and then click OK. Outlook opens the Delegate Permissions dialog box for the user, as shown in Figure 1.


Figure 1 In the Delegate Permissions dialog box, specify the permissions for each folder you want the selected delegate to access on your behalf.

5. For each folder you want the delegate to access, use the associated list to set the user’s permissions on that folder:
   • Reviewer-The delegate can only read items.
   • Author-The delegate can create and read all items but can edit and delete only the delegate’s own items.
   • Editor-The delegate can create, read, edit, and delete all items.
6. If you want Outlook to send a message to the delegate outlining the permissions you set, click to activate the Automatically send a message to delegate summarizing these permissions check box.
7. If you want the delegate to also see those items that you marked as private, click to activate the Delegate can see my private items check box.
8. Click OK to return to the Options dialog box.
9. Click OK.

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