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 calendar and contacts pages (other folders including the Inbox can be shared in a similar way).
A separate page describes how to configure 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 2007, 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 Configuration instructions.
1. Adding a delegate
[Tools/Options]and go to the
Figure images/Delegates07.png [Delegates tab shows a list of existing delegates (empty)]Click
Figure images/ChooseDelegate07.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/DelegatePermissions07.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/AddedDelegate07.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 pane in Outlook). Select
Change Sharing Permissions.
Namelist displayed, click
Addand search for the user in the Global Address List. Once found, select the user and click
OK. The user will now appear in the Permissions list.
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).
If you are responsible for managing someone's email, you can open their inbox by clicking
[File > Open > Other User's Folder...] on the
Open Other User's Folderscreen, click on the
Namebutton and select their name from the list that pops up. Check that the
Folder typebox has the right option chosen (Inbox, Calendar, Contact etc). Click
Figure images/openOther.png [Open Other User's Folder screen]
[Tools > Account settings]from the Outlook 2007 menu.
Account Settingswindow opens. Click on
Figure images/delegateAccSett.png [Account settings window with Change icon circled]
Change email accountwindow opens, click on the
More settingsbutton to open the Nexus settings screen.
Figure images/delegateChangeEmail.png ['Change email account' window with 'More settings' button circled]
Advancedtab and click
Figure images/AddMailbox4.png [Advanced tab contains list of additional mailboxes to be opened (empty in the example)]
Add Mailboxwindow opens, type in the name of the owner of the mailbox you want to open. Click
Figure images/delegateAddMailbox.png [Box to type in the name of the user]
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.]
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/delegateAddMailbox6.png [List of mailboxes now includes the one just added]
Next, and finally
Finishto complete the process.
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.