Set up delegate access in Microsoft Outlook 2001
Note: This procedure assumes that the user
currently has Microsoft Outlook 2001 set up correctly for Exchange
access. For information on setting up Microsoft Outlook 2001, see Set up an Exchange account in Microsoft Outlook 2001.
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Launch Microsoft Outlook 2001 and and login to the Microsoft Exchange
server by supplying your authentication information. When Outlook
2001 launches, you will be automatically launched into the default
view (See image). This default view includes the Outlook Bar on the left and
the Inbox and the Preview pane on the right.
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Right-click (see Right-clicking) on the "Calendar" folder in the folder list and select "Properties" from the pop-up menu.
- Click the "Add" button on the right side of the "Calendar Properties" window.
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Select the name of the user or group you wish to grant delegate access to for your calendar by filling in the name and then clicking the "Add" button. The name appears in the right-side of the "Add User" dialog box.
Note: Make sure the Global Address List (GAL) is selected in the "Show names from the:" pop-up menu. If something other than the GAL is selected, the settings changed here may produce unexpected results.
- Click the "OK" button after you have entered all of the users and groups you wish to grant access to. The name or group selected will then appear inside the box in the "Calendar Properties" window.
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Select "Editor" from the "Roles" pop-up. For most delegation situations the individual
setting up the delegate rights would prefer the user who will be
working with that calendar to be able to add, change, and modify
events. Therefore, the setting for the Calendar should be "Editor"
and the settings should look like the image below. (See "Definition
of Microsoft Exchange Permissions and Roles" for more information about what each of the predefined Roles mean)
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Select "Folder List"
in the View menu and right-click on your mailbox and
select "Properties" from the pop-up menu.
In addition to the Calendar Properties, it is also necessary to grant
the ability to view your mailbox to the individual who will be
receiving delegate rights.
Note: This does not mean that the delegate will be able to view your Inbox, but it is a necessary step for Entourage 2004 to be able to properly map and view the contents of the users Calendar folder).
- Grant access to the mailbox folder for that user by adding their name (or group) to the "Permissions" list by choosing "Add" and finding the user or group's name in the Global Catalog, adding it, and choosing "OK." The name appears in the "Permissions" tab.
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Once the name is in the "Permissions" tab, select it, if it isn't
already, and check the box that says "Folder Visible." This is the minimum
permission necessary for Microsoft Entourage 2004 to be able to correctly access
the Calendar, or any other folder within the mailbox, that the principal would
like to grant delegate access to.
- Click "OK" to save the changes made.
- Quit and relaunch Microsoft Outlook 2001. In order for the changes to actually propagate to the server, it is necessary to quit Outlook 2001, restart it and reauthenticate. This will force the permissions to be uploaded and reflected at the server level.