Permissions and managing another person's folder


For help with permissions, we've found these instructions available on the University of Wisconsin-Madison Information Technology site here and here.

Permission levels
Assign permissions
Remove permissions
Add another person's mailbox to your profile
Open another person's folders
Send or respond to meeting requests for another person
Create or reply to an email message on behalf of another person
Save sent items in another person's Sent Items folder

Permission levels

When assigning permissions, you have the option to grant many different levels (read/create/modify/owner/delete). The following image displays the different types of permissions available:

 Permission levels

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Assign permissions

  1. Start Outlook.
  2. Go to "Mail."
  3. Right-click on your top level mailbox folder (your name).
  4. Select Folder Permissions from the drop-down menu.
  5. Make sure you are on the 'Permissions' tab.
  6. Click the Add button.
  7. Make sure you are searching against the "Global Address List," enter the name or fully qualified email address of the individual, and click Go.
  8. Select their name from the list and click the Add button.
  9. Click OK.
  10. On the properties screen, make sure their name is selected, then place a check mark within the "Folder visible" box and click OK.
  11. Next, right-click on the desired folder you wish to provide permissions for from the folder list and select Properties... from the drop-down menu.
  12. Click the 'Permissions' tab.
  13. Click the Add button.
  14. Make sure you are searching against the "Global Address List," enter the name or fully qualified email address of the individual, and click Go.
  15. Select their name from the list and click the Add button.
  16. Click OK.
  17. Select their name from the list, and choose the desired permission level from the "Permission level" select box. Note: When you select a permission level, the appropriate permissions are assigned (checked) below this selection.
  18. Click OK.
  19. Notify the person you granted permissions to that they now have access to the specific folder(s)

 

Important note(s)

When granting an individual any permissions on your root mailbox, any folder you create after this will be granted the same permissions to that individual. Example: After granting an individual "Folder visible" permissions to the root mailbox, that individual will automatically be granted "Folder visible" permissions to all new folders as well.

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Remove permissions

Important: If the individual you are going to remove currently has more than one folder which they have permissions to and you only intend to remove them from one of these folders, then you should skip steps 3-6.

  1. Start Outlook.
  2. Go to "Mail."
  3. Right-click on your top level mailbox folder (your name).
  4. Select Folder Permissions from the drop-down menu.
  5. Make sure you are on the 'Permissions' tab.
  6. Select their name from the list and click the Remove button.
  7. Click OK.
  8. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
  9. Click the 'Permissions' tab.
  10. Select their name from the list and click the Remove button.
  11. Click OK.

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Add another person's mailbox to your profile

If you frequently work with someone else's Office 365 folders, you probably will want to add the other person's Office 365 mailbox to your Outlook profile. Doing so will automatically open the other person's mailbox every time that you open Outlook. The other mailbox appears in the Folder Pane underneath your Office 365 mailbox folders.

Note: The person who is sharing a mailbox must grant you Folder visible permission on the root folder of the Office 365 mailbox.

As the manager, do the following in Outlook:

  1. Right-click the root folder of the Office 365 mailbox, and then click Folder Permissions.
  2. Click the name of the delegate.
  3. Under Permissions, under Other, select the Folder visible check box.
  4. Click OK.

 

As the delegate, do the following in Outlook:

  1. Click File > Account Settings > Account Settings.account settings
  2. On the Email tab, in the list, click the Exchange account type, then click Change and then click More Settings.
  3. On the Advanced tab, under Open these additional mailboxes, click Add and then enter the mailbox name of the person whose mailbox you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.

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Open another person's folders

  1. Click File > Open & Export > Other User's Folder. Tip: To avoid this step in the future, see the instructions on how to add another person's mailbox to the Folder Pane in the Add another person's mailbox to your profile section of this article.
  2. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions or click Name to select from a list.
  3. In the Folder type list, click the folder that you want to open.

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Send or respond to meeting requests for another person

To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:

  1. Click File > Account Settings > Delegate Access.
  2. Click Add, then type or select the delegate's name and then click Add.
  3. Do one of the following:
    1. In the Delegate Permissions dialog box, give the delegate Editor (can read, create, and change items) permissions in the manager's Calendar folder.
    2. Click OK to close the Delegate Permissions dialog box, then select the check box at either My delegates only, but send a copy of meeting requests and responses to me or My delegates only.

 

To respond to meeting requests

  1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.
  2. Open the meeting request.
  3. Click Accept, Tentative, or Decline.

 To send a meeting request

  1. Open the other person's calendar.
  2. On the Home tab, in the New group, click New Meeting.
  3. Enter the attendees, subject, location, and start and end times as you ordinarily do.

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Create or reply to an email message on behalf of another person

To create a new email message

  1. In Mail, click Home > New Email.
    New email
    Keyboard shortcut: To create an email message, press Ctrl+Shift+M.
  2. On the Options tab, in the Show Fields group, click From.
  3. In the From box, type the name of the person on whose behalf you are sending the message. To select the name from a list in the Address Book, click From. If you don't see the From button and box, click Options > From.
  4. Add recipients, a subject, and the contents of the message as you typically do.

 

To reply to an email message

  1. In the other person's mailbox, select the message that you want to reply to on behalf of your manager.
  2. Click Home (If you have opened the message, click Message), and then click Reply, Reply All, or Forward.
    Respond
    Keyboard shortcut:
    To reply to an email message, press Ctrl+R.
  3. On the Options tab, in the Show Fields group, click From.
  4. In the From box, type your manager's name. To select the name from a list in the Address Book, click From. If you don't see the From button and box, click Options > From.
  5. Add recipients, a subject, and the contents of the message as you typically do.

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Save sent items in another person's Sent Items folder

When email messages and meeting requests are sent by a delegate on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder.

As an alternative, the manager can grant permissions to his or her Sent Items folder to the delegate. The delegate can then move or copy the items from his or her own Sent Items folder to the manager's Sent Items folder.

To do so, the manager should do the following:

  1. In the Folder Pane, right-click the Sent items folder.
  2. Click Properties.
  3. On the Permissions tab, click the name of the delegate.
  4. Under Permissions, in the Permission level list, click Editor (can read, create, and change items).
  5. Click OK.

If you have added the manager's mailbox to your profile, the manager's Sent Items folder appears in the delegate's Folder Pane under Mailbox - manager.

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Last updated: 04-30-2014