Exchange Online Sharing and Delegating

An Exchange calendar can be shared with another user. Sharing calendars allows users to view or "pencil in" events and receive calendar invites and notifications for someone else. Although calendar sharing gives another user read or write access, ownership of the calendar stays exclusively with the original user.

Delegation allows users to permit other Exchange users to view and send email and calendaring information on their behalf, allowing, for example, an assistant to answer invitations on behalf of a supervisor.

Sharing

Set up Calendar Sharing

Share your calendar with another Exchange user:

Outlook 2010 and 2013 (Windows)

  1. Open the Calendar view. Right-click or control-click the calendar you want to share.
  2. Click Properties and then the Permissions tab.
  3. Click Add and search the UARK username of the person or group you want to share your calendar. If necessary, click Go.
  4. Select the user or group, and click Add. Click OK.
  5. With the person's or group's name highlighted, choose the appropriate permission level. Click OK.

Outlook 2011 and 2016 (Mac)

  1. Open the Calendar view. Right-click or control-click the calendar you want to share.
  2. Click Sharing Permissions, and then click Add User.
  3. Search the UARK username of the person or group you want to share your calendar. 
  4. Select the user or group, and click OK. (In Outlook 2016, click Add.)
  5. With the username highlighted, choose the appropriate permission level. Click OK.

View a Shared Resource

Exchange resources are mailboxes that represent locations such as conference rooms or equipment such as projectors or whiteboards. A resource can be reserved for a meeting or event using the Exchange calendar service.

The following instructions apply to Outlook for Windows and Mac.

  1. Click the File tab. Click Open (in Outlook 2013, click Open and Export). Click Other User's Folder.
  2. Enter all or part of the display name for the user or resource.
  3. Select the type of folder to access. Click OK. (In Outlook 2016, select the user or group and click Open.)
  4. Select the resource, and click OK or Select.

If you have sharing privileges to the folder, it will now be visible. Once an item has been shared, it is "remembered" until deleted. With the appropriate level of permissions, you can also connect directly to another user's mailbox by changing your account settings to open the other mailbox with Outlook (see Auto-open Another User's Mailbox).

Share Other Folders

Outlook 2010 and 2013 (Windows)

  1. Right-click the folder. Click Properties and then the Permissions tab.
  2. Click Add and search the UARK username of the person or group you want to share your folder. If necessary, click Go.
  3. Select the user or group, and click Add. Click OK.
  4. With the username highlighted, apply Folder Visible to the user or group who will be opening the folder on login, and set the appropriate permission level. Click OK.
  5. From the workstation connecting to the shared folder, click the File tab, then Info, and then Account Settings.
  6. Select the account that will open the shared folder, and click Change. Click More Settings.
  7. Click the Advanced tab, and add the shared mailbox name to be opened on login. Click OK (in Outlook 2013, click Next and Finish). Click Close.

Outlook 2011 and 2016 (Mac)

  1. Right-click the folder. Click Sharing Permissions.
  2. Click Add User. Search the UARK username of the person or group you want to share your folder. 
  3. Select the user or group. Click OK. (In Outlook 2016, click Add.)
  4. With the username highlighted, apply Folder Visible to the user who will be opening the folder on login and set the appropriate permission level. Click OK.
  5. From the user account accessing the shared mailbox, click Outlook and then Preferences. Click Accounts and then Advanced.
  6. Click the Delegates tab. In the "People I am a delegate for" section, click Add.
  7. Search the UARK username of the shared account. Select the user and click OK. (In Outlook 2016, click Add.)
  8. Click OK. The account should now appear under the folder list.

Delegation

Delegation allows you to permit another Exchange user to view and send email and calendaring information on your behalf. The person you delegate must be in the Exchange Global Address List.

Add Delegates

Outlook 2010 and 2013 (Windows)

  1. Click the File tab and Info. Click Account Settings and then click Delegate Access.
  2. Click Add. 
    Note: If you don't see the Add button, ensure the Outlook status bar displays Connected to Microsoft Exchange or Online. If Outlook shows that you are online, ensure your messages are being delivered to your Exchange mailbox, not an Outlook Data File (.pst) on your computer's hard disk.
  3. Enter the UARK username of the person to designate as your delegate, or search and select the username in the search results. Click Add. Click OK.
  4. Accept the default permission settings or select custom access levels for Exchange folders. By default, the delegate is granted Editor permissions (can read, create and modify items) to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
    Note: Checking the "Delegate can see my private items" box allows the delegate to access all items marked as private in your Exchange folders, including Mail, Contacts, Calendar, Tasks, Notes and Journal.
  5. Click OK. Messages sent with Send on Behalf permissions include both the delegate's and manager's names. When a message is sent with Send As permissions, only the manager's name appears.

Outlook 2011 and 2016 (Mac)

  1. From the Outlook menu, click Preferences and then click Accounts. Click Advanced.
  2. Click the Delegates tab.
  3. Designate the user to act as a delegate on your behalf, or enter the username of someone who has designated you as a delegate.

Auto-open Another User's Mailbox

Your account must already have been given delegate status by the user whose account you are accessing. The delegate must be in the Exchange Global Address List.

Outlook 2010 and 2013 (Windows)

  1. Click the File tab and then click Info. Click Account Settings. Select the account that will be accessing the mailbox. Click Change.
  2. Click More Settings. Click the Advanced tab.
  3. Click Add and enter the UARK username of the shared account. 
  4. Click OK (in Outlook 2013, click Next and Finish). Click Close.

Outlook 2011 and 2016 (Mac)

  1. From the Outlook menu, click Preferences and then click Accounts. Click Advanced.
  2. Click the Delegates tab. In the "People I am a delegate for" section, click Add.
  3. Search the UARK username of the shared account. 
  4. Select the user and click OK. (In Outlook 2016, click Add.)
  5. Click OK to save changes.

Updated 09/29/2015


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