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 'firstname.lastname@example.org'). 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 (other folders including the Inbox can be shared in a similar way).
A separate page describes how to set up permissions and access Project Accounts - non-personal accounts used by a group of people to, for example, send messages from a generic address or maintain a shared events calendar.
To add a delegate in Outlook 2003, or to act as a delegate for someone else, you will need to have Outlook set up to connect to your Nexus account. If you have not already done so, please follow the Outlook 2003 Configuration instructions.
1. Adding a delegate
[Tools/Options]and go to the
Figure images/Delegates.png [Delegates tab shows a list of existing delegates (empty)]Click
Figure images/ChooseDelegate.png [A list of Nexus users to choose from]Select the person you want to add as a delegate (type in the beginning of their name to zoom), click
Addto add them to the box at the bottom, and then click
OK. A new screen will open, where you can set their permissions:
Figure images/DelegatePermissions.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/AddedDelegate.png [The list of delegates now includes the person you just added]Click
OKto complete the process. You can change their permissions at a later date by returning to this screen, clicking on their name, and then clicking
Mailbox - Your Username(top of the list of email folders in the left-hand Mail pane in Outlook). Select
Propertieswindow opens, select the
Addand select the user from the list.
Figure images/shareMail2.png [Permissions tab. Permissions set to Folder Visible]
The delegate can now see your list of mailboxes, but can only access (read messages, reply, etc) the one(s) for which access has been delegated.
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 (on the compose screen menu, click
Field] to enable the
From text box, and then enter
their name in that field). 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 are likely to receive meeting requests sent
directly to your own inbox, asking you to respond on their behalf.
If you are only 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, Outlook will
automatically mark the invitations as being from
Your Name on
A.N. Other and the responses will come to you as well
as the calendar owner (depending on the permissions and options chosen).
[File/Open/Other User's Folder]on the Outlook menu. However, if you intend to do this regularly, it is easier to open their Nexus mailbox alongside your own. Click
[Tools/E-mail Accounts]from the Outlook 2003 menu. Choose the option
View or change existing accountsand click
Figure images/AddMailbox1.png [Email accounts wizard screen]Now click on
Microsoft Exchange Serverand click
Figure images/AddMailbox2.png [List of email accounts including Microsoft Exchange]This will open up the email account wizard for Nexus. Click
More Settings...to open the Nexus settings screen. Go to the
Figure images/AddMailbox4.png [Advanced tab contains list of additional mailboxes to be opened (empty in the example)]Click
Add...and type the name of the owner of the mailbox you want to open, into the resulting box.
Figure images/AddMailbox5.png [Box to type in the name of the user]Click
OK. If more than one user exists with the same name, or Nexus does not recognise the name you entered, you will see a screen where you can choose between suggested users:
Figure images/Disambiguate.png [List of users to choose from. In this case Stuart R was entered as the name, and Outlook offers three options from the global address book.]Click on one and click
Properties...to see further details. Unfortunately this is not very helpful but at the end of the
E-mail addressfield, you can see their username. If you are not sure which is the correct user (e.g. where a name is shared), check this with the user or by looking at their Alias in the global address book. Once you have chosen the correct one, click
OK. You will now see the user listed in the
Figure images/AddMailbox6.png [List of mailboxes now includes the one just added]Click
Next, and finally
Finishto complete the process. You will now see the new mailbox listed in your Navigation Pane, and depending on which permissions you have been given, can read and send emails, create and edit calendar entries, or perform other tasks on behalf of the user.
3. Where next?
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.