Delegating access to email, calendar and other Nexus features using Entourage Web Services

IT Services

Delegating access to email, calendar and other Nexus features using Entourage Web Services

Contents

1. Adding a delegate
2. Acting as a delegate
3. Where next?

Nexus allows users to delegate management of their calendar, inbox, tasks etc. to other Nexus users. For example, you may want to allow your assistant to schedule your meetings or a colleague to send emails from an account you normally maintain (usually a non-personal email account, such as 'webmaster@unit.ox.ac.uk'). This is achieved by using Delegation.

Please note, delegation is different from Sharing, which allows others to access a particular folder or feature, but does not allow them to act on your behalf. Instructions for sharing calendars and contacts are to be found within the calendars and contacts help pages.

To add a delegate in Entourage Web Services, or to act as a delegate for someone else, you will need to have Entourage set up to connect to your Nexus account. If you have not already done so, please follow the Entourage Web Services configuration instructions.

1. Adding a delegate

From the Entourage menu, click [Tools] and then [Accounts...] which will bring up the Accounts screen.

Figure images/account-screen.png [Accounts screen shows a list of existing accounts]

You will need to edit your Oxford Nexus account's settings so make sure that you choose the correct account and double-click the account name to bring up the Edit Account screen. On this screen click the Delegate tab.

Figure images/delegate-tab.png [Delegates tab shows a list of existing delegates (empty)]

In the upper half of the window labeled "My delegates" Click the Add... button to bring up the Select User screen:

Figure images/selectuser-blank.png [The Select User screen with no users selected]

Type in all or part of the name of the person you want to add as a delegate, and click the Find to search. In the resulting list, click on the correct name and then click OK to continue.

Figure images/selectuser3.png [The Select User screen the correct user selected]

A new screen will open, where you can set their permissions:

Figure images/delegate-permissions.png [Individual permissions can be set for calendar, tasks, inbox, contacts, notes and journal]

Set your desired permission levels for each of the features, and click OK. You will now return to the list of delegates, with the new person showing:

Figure images/added-delegate.png [The list of delegates now includes the person you just added]

Click OK to complete the process. You can change their permissions at a later date by returning to this screen, clicking on their name, and then clicking Set Permissions or Remove.

Please note that if you are not delegating access to all your email folders, delegates may not be able to see the folders that you have delegated unless you make the containing folder visible. To do this:

Select the Mail view in Entourage by selecting the Mail icon in the top menu bar
Control-click on your Oxford Nexus mailbox (this will usually be at the top of the list of email folders in the left hand Mail pane) and select Sharing from the menu.
When the Folder Properties window opens, select the Permissions tab
If the delegate is not in the list of names displayed, click Add and select the user from the list.
Once the delegate is listed, click on their name and then tick the box saying Folder Visible
Figure images/share-mail.png [Permissions tab. Permissions set to Folder Visible]
Click OK to complete.

The delegate can now see your list of mailboxes, but can only access (read messages, reply, etc) the folder(s) that you specifically delegated earlier on.

2. Acting as a delegate

If another user has delegated access to their email or calendar (or other features) to you, then you have the authority to act on their behalf. You can send an email as if from them and you can also create and edit items in their calendar, and respond to meeting requests on their behalf. Depending on the permissions and options they have chosen, you may receive meeting requests sent directly to your own inbox, asking you to respond on their behalf.

To work with another user's mail or calendar as a delegate not only do they need to add you as a delegate but you also need to tell your Entourage client that you are acting as a delegate for that account. To do this you need to go to [Tools/Accounts] and then double-click the name of your Nexus account in the Accounts window to bring up the

Edit
                        Account

screen. On this screen click the Delegate tab.

Figure images/added-delegate.png [Delegates tab shows a list of existing delegates]

In the lower half of the window labeled "Users I am a delegate for" click the Add... button to bring up the Select User screen:

Figure images/selectuser-blank.png [The Select User screen with no users selected]

Type in all or part of the name of the person you want to add as a user for whom you are acting as a delegate, and click the Find to search. In the resulting list, click on the correct name and then click OK to continue.

Figure images/selectuser3.png [The Select User screen the correct user selected]

You will now return to the list of delegates, with the new person showing:

Figure images/added-delegate2.png [The list of users you are a delegate for now includes the person you just added]

Click OK to complete the process.

That user's account should now appear in the left hand pane of the main Entourage window.

If you are responsible for managing another user's calendar, the easiest way to do so is to open their calendar. You can then create and edit calendar items, and view all existing entries in a grid just like your own calendar. When you create a meeting request by double-clicking on a date in their calendar, Entourage will automatically mark the invitations as being from Your Name on behalf of A.N. Other and the responses will come to you as well as the calendar owner (depending on the permissions and options chosen).

If you are responsible for managing someone's email you can send an email as if it had come from them by going to the the compose screen menu and using the drop down menu alongside the From: field at the top of the message window to set the address that this message will appear to have come from. You can also open their inbox by clicking on that user's account where it appears in the left hand pane of the main Entourage window and selecting the inbox within that account.

3. Where next?

Now that you have seen how to delegate Nexus access using Entourage you may like to have a look at some other Nexus features:

If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.