Working with Another Email Account as a Delegate in Outlook 2007
Microsoft Outlook, Tips & Tricks Add comments
If you’re a delegate with Editor or Author privileges, you have send-on-behalf-of permisÂsion, meaning you can send new messages, replies, and forwards using the folder owner’s email account. Although you can do this by displaying a shared message folder, it’s much easier if you add the owner’s email account to your Exchange Server profile. Here’s how it’s done:
- Choose Tools, Account Settings to open the Account Settings dialog box.
- Click your Exchange Server account and then click Change. The Change E-mail Account dialog box displays.
- Click More Settings to open the Microsoft Exchange dialog box.
- Display the Advanced tab.
- Click Add to open the Add Mailbox dialog box.
- Type the owner’s name and click OK.
- Click OK to return to the Change E-mail Account dialog box.
- Click Next.
- Click Finish to return to the Account Settings dialog box.
- Click Close.
Outlook displays both sets of mail folders, as shown in Figure 1.
Figure 1 When you add another user’s mailbox to your account, Outlook shows both sets of mail folders.
To send a message as a delegate on behalf of the owner, start a new message or reply to or forward an existing message in one of the owner’s message folders. Make sure the From field is displayed by choosing Options, Show From. Type the owner’s name into the From field, and then fill out and send the message normally. When the recipient receives the message, the From field data has the following format:
Delegate Name on behalf of Owner Name
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July 10th, 2008 at 3:11 am
I followed these steps and the folder showed up on my folder list, but when I click on it it says that it cannot display the folder because outlook cannot access the specified folder location. Any ideas of how to fix this?
July 17th, 2008 at 1:10 pm
This solution does not appear to work in outlook 2007.
In step 5 you state to press the “Add” button.
I do not see an add button on the advanced tab of the MS exchange dialog box.
I opened MS outlook 2007, clicked tools, account, etc. but did not see the add button.
Please help.
July 23rd, 2008 at 2:36 am
I get the same error as jesse above. would be nice to get my assistant access and provide some efficiency.
August 8th, 2008 at 2:30 pm
I have the same problem with Jesse and Eric… It’s giving me a headache.
I did find another way to get to the same result…
Go to “File -> Open-> (If you already completed the delegate setup successfully, you should able to see last one on the list says “1 (name of the person you’re delegate of)(Inbox))select this…
There you’ll see the person’s Inbox. Replying email or forwarding email for the person is easy, just click on reply or forward, the system automatically has the name in the “From” field…
To start a new email and send on the person’s behalf, you click on new, and if it doesn’t show the option “From”, then in new email window, go to “Options -> Fields -> Show From” Then type in the person’s you’re sending the email for. The only thing is, when the person receive the email, it’ll indicate that it was sent by so-and-so on so-and-so’s behalf…
*** I still want to figure out how the get to the person’s Mailbox folder from the mail control panel, please provide your solutions if you know how to make it work, thanks!
August 8th, 2008 at 4:20 pm
Ok, good news…
Here’s what you do…
Manager needs to get into his own email account, and on the navigation pane on the left, right click on “Mailbox-”your name”, and click on “change sharing permissions.
In “Permissions” tab, click “Add…” and find the delegate’s name, and with the delegate’s name selected, adjust the permission level on below, cleck ok, and you’re done.
Delegate needs to restart outlook.
Note that this will only show the Inbox folder of the manager, so if you like to get other manager’s folders such as Drafts, Deleted Items and so on, manager needs to right click on each of them and follow the steps mentioned above to grant the permission.
But… need to remind you that it’s not a very helpful step because whether the delegate has the folder of the managers or not, if the delegate send email on the manager’s behalf, the copy of the sent item will still be saved in the delegate’s own Sent Items, so does the Deleted Items.
For the Sent Items, you can move it to the manager’s folder after each time you send the mail out.
And there’s a way to change where the deleted items go, but it’s hard to explain it here. I’ll show you where to get the instruction on how to do that, and you can decide if you want to do it.
To do so: on the top right of outlook window or go to outlook help, type “Change where deleted items are moved ” and there you can find what you need.
Good luck~
August 8th, 2008 at 10:27 pm
The ‘Add’ button is acually called ‘New’
August 14th, 2008 at 1:35 am
Jesse and Eric, you will that error message when you do not have sufficient rights to see the mailbox account you have added.
August 21st, 2008 at 7:40 am
If you find that you can’t expand the mailbox even though you have delegate rights,like Jesse and Eric try this.
Right click “mailbox” on the outlook sidebar, It should bring up a dialogue box with three tabs, one is permissions. You need to add the delegate here and give them editing/author rights. Then you will be able to expand their mailbox. You may need to do the same thing with individual folders i.e. to view their sent folder you may need to right click the sent items and add yourself under permissions there too.
Hope this helps.
December 10th, 2008 at 1:23 am
I need to modify the rules and other items. When I go to tools – rules & alerts it is for my inbox. How do I select their inbox so I can make the changes? (I have full rights.)
February 17th, 2009 at 2:22 am
I am a delegate for 2 Executives. I respond to both of their meetings. What I find confusing is that I receive a response back (to what I responded to) in my in box. It is hard and confusing to determine when it’s just the response coming back or when it is an updated meeting. How can I tell the difference? Is there a function to shut this automatic response OFF so I am not receiving responses to what I already responded to?
If you are SURE of the answer, please advise (not interested in guesses at this point). Thanks much!
April 25th, 2009 at 12:47 am
My boss would like me to rearrange and refile her emails, moving some into new folders. I’m having trouble. I can create new folders for her, but when I try to move emails from one folder to another, it doesn’t allow me to do so, saying they’ve been moved before or access is denied. This makes no sense to me. Am I missing something??
May 6th, 2009 at 6:45 am
Yes I have delegate rights and couldn’t open the folders after re-booting. HOWEVER, I FOLLOWED NO.4 AND WENT TO ‘FILE OPEN’ AND FOUND THE INBOX AND IT OPENED. EASY PEASY.
June 19th, 2009 at 11:16 am
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July 3rd, 2009 at 3:12 am
If I have been granted Delegate access to an account, and have added the mailbox to my profile, do my Junk email rules get applied to the delegated mailbox? Or any other rules, for that matter?
July 7th, 2009 at 12:03 pm
Have done all the above and I have Mailbox showing for person I am delegate for(and permissions have been set up), but when I go to expand for Folders I get the message “The set of folders cannot be opened”. Also would be handy if could send from their folder, as them, without the message ‘on behalf of’.
cheers
July 8th, 2009 at 12:38 am
All the calendar invitations go into the delegate’s own e-mail. Is there some way to eliminate the calendar invitations going to the delegate.
November 6th, 2009 at 4:57 am
great stuff here
November 24th, 2009 at 10:18 pm
Does primary acct holder get the verification that the e-mail account has a deligate on it?
December 18th, 2009 at 11:51 pm
I set up the delegate and I am able to see my delegates inbox and reply. However, when I reply it does not say it is coming “ON BEHALF OF” it just says it is coming directly from the inbox i reply from. Can you please let me know what do I need to do to make sure it does say “ON BEHALF OF” when I reply to an email. thank you