Assigning Delegates and Working as an Assistant in Visual Basic .NET

Drawing QR Code in Visual Basic .NET Assigning Delegates and Working as an Assistant

Assigning Delegates and Working as an Assistant
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You can assign multiple delegates so that more than one individual can access your data with send-on-behalf-of privileges. You might have an assistant who manages your schedule and therefore has delegate access to your calendar and another delegate your supervisor who manages other aspects of your work day and therefore has access to your Tasks folder. In most cases, however, you ll probably want to assign only one delegate.
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Adding and Removing Delegates
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You can add, remove, and configure delegates for all your Outlook folders through the same interface. Follow these steps to delegate access to one or more of your Outlook folders:
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1 Choose Tools, Options to open the Options dialog box. 2 Click the Delegates tab (see Figure 29-1).
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Part 6: Managing and Securing Outlook
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Figure 29-1. The Delegates tab shows the current delegates and lets you add, remove, and configure delegates.
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Delegating Responsibilities to an Assistant
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3 Click Add to open the Add Users dialog box. 4 Select one or more users and click Add. 5 Click OK. Outlook displays the Delegate Permissions dialog box (see Figure 29-2).
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Figure 29-2. Configure delegate permissions in this dialog box.
6 For each folder, select the level of access you want to give the delegate based on the fol
lowing list:
None
The delegate has no access to the selected folder.
Reviewer
The delegate can read existing items in the folder but can t add, delete, or modify items. Essentially, this level gives the delegate read-only permission for the folder. The delegate can read existing items and create new ones but can t modify or delete items. The delegate can read existing items, create new ones, and modify existing ones, including deleting them. Sends
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Author Editor
7 Set the other options in the dialog box using the following list as a guide:
Delegate Receives Copies Of Meeting-Related Messages Sent To Me
copies of all meeting-related messages to the delegate.
Automatically Send A Message To Delegate Summarizing These
Permissions Sends an e-mail message to the delegate informing him or her of the access permissions you ve assigned in your Outlook folders (see Figure 29-3).
Delegate Can See My Private Items
Allows the delegate to view items you ve marked as private. Clear this option to hide your private items.
8 Click OK to close the Delegate Permissions dialog box. 9 Add and configure other delegates as you want, and then click OK.
Part 6: Managing and Securing Outlook
Microsoft Office Outlook 2003 Inside Out
Figure 29-3. Outlook sends a message to delegates informing them of their access privileges.
If you need to modify the permissions for a delegate, open the Delegates tab, select the delegate in the list, and click Permissions to open the Delegate Permissions dialog box. Then adjust the settings as needed, just as you do when you add a delegate. If you need to remove a delegate, select the delegate on the Delegates tab and click Remove. Tip
If the Permissions button appears dimmed or you are unable to assign delegate permissions for some other reason, the problem could be that you have designated a local PST as the default delivery location for your profile. Make sure you configure your profile to deliver mail to your Exchange Server mailbox instead.
Taking Yourself out of the Meeting Request Loop
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If your assistant has full responsibility for managing your calendar, you might want all meeting request messages to go to the assistant rather than to you. That way, meeting request mes sages won t clog your Inbox. Taking yourself out of the request loop is easy. Here s how:
1 With any folder open, choose Tools, Options. 2 Click the Delegates tab. 3 Select the option Send Meeting Requests And Responses Only To My Delegates, Not
To Me.
4 Click OK.
Part 6: Managing and Securing Outlook
Delegating Responsibilities to an Assistant Note
This option appears dimmed if you haven t assigned a delegate.
Opening Folders Delegated to You
If you are acting as a delegate for another person, you can open the folders to which you ve been given delegate access and use them as if they were your own folders, subject to the permissions applied by the owner. For example, suppose that you ve been given delegate access to your manager s schedule. You can open his or her Calendar folder and create appoint ments, generate meeting requests, and perform the same tasks you can perform in your own Calendar folder. However, you might find a few restrictions. For example, you won t be able to view the contents of personal items unless your manager has configured permissions to give you that ability. Follow these steps to open another person s folder:
1 Open Outlook with your own profile. 2 Choose File, Open, Other User s Folder to display the Open Other User s Folder dialog
box (see Figure 29-4).
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