This short guide is written mostly from the point of view of approved access to – and sending of – email. Calendar sharing and delegation and the sharing of contact lists may be established similarly.
This guide has been written with regard to personal (i.e. email@example.com) and generic accounts (e.g. firstname.lastname@example.org). It does not consider Resource Mailboxes or the like (e.g. used for room bookings).
Further, this guide is not intended as a ‘how-to’. We have linked to on-line documentation explaining how to achieve the ‘solutions’ that are outlined here. Support expertise should be available to help you to reach these ends in colleges and departments or from the OUCS Help Centre.
|Do you wish your colleague(s) to see all of your (or the generic account you own) folders, calendars, contacts, to-do lists etc? (As opposed to only the in-box and calendar for instance).||If yes, you may wish to them to have
If no, then it is likely that you can manage the delegations and sharing through your client software.
|Do you wish your colleagues to masquerade as you (or the generic account) when they send emails?||If yes, then you should ask the Registration Team to set up
|...or would you like colleagues to be able to
||You may simply give them read (and write) access and
|Do you need to know exactly who can see into your (or your generic) account?||If yes, you should not give access to a group, whose
membership can change. On the other hand, if you are the owner of
the group and you actively manage the membership, this could be convenient.
If no, a group could be very convenient.
|Do you wish to give access temporarily (e.g. for occasional systems support or when a temp joins your team)?||If yes, then this is probably best managed by you or an assistant using Microsoft Outlook or other client software.|
|Do you wish to give access (or delegate) permanently to someone (e.g. a PA) who manages your (or the generic) account?||This can be done either by delegation using your client software or, if
|Are you intending to swap frequently between your personal account and a generic account and wish to send email as the generic account when playing that role?||If no, then it is probably best to simply open the
generic account mailbox from within the client. See Outlook
Entourage Web Services or Outlook Web Access for details but
bear in mind that anything replied-to from the generic account may
very well end up in the
If yes, then this is possible by creating two profiles within Outlook. When you are in the
(A further option is to use Outlook for your personal email and OWA for your generic role, or vice versa).
|Do you wish to delegate the management of the mailbox to others but do not wish them to masquerade as you or the generic mailbox? (e.g. you may wish someone to support you to assess your incoming emails, but you would not like them to pretend to be you or to send emails from the generic account).||If this applies to you, consider giving someone else you trust
- The act of an owner of an account giving another person (or group) access and possibly management rights to the account (usually including the ability to send items on behalf of the owner or account).
- Full Access
- Implies delegating access to the owner’s full mailbox (as
opposed to some folders or calendars etc.). This does not necessarily
give the second individual
- Generic mailbox
- Usually a role-based mailbox (e.g. email@example.com). (Previously
these had their equivalent in
- Group (or security group)
- (For the purposes of this document) List of individuals collectively labelled with a name.
- A Microsoft Exchange term for somewhere where mail is stored (as opposed to a maillist or distribution group). A mailbox in Exchange also contains one or more calendars, contact lists and task lists.
- Send As
- Allowing someone to completely masquerade as the account owner or generic account/role when sending emails.
- Send on Behalf of
- Allows another person to
Send on Behalfof a particular user/mailbox (the actual sender is also identified in the resulting email).
- Allowing others to access a particular folder or feature, but does not allow them to act on your behalf. Different permission levels can be used (e.g. for read only, write, delete).