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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 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.
[Tools/Options] and go to the
Delegates tab: Figure images/Delegates07.png [Delegates tab shows a list of existing delegates (empty)]
ClickAdd...: 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), clickAdd to 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 clickOK. 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]
ClickOK 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 Permissions or Remove. Mailbox - Your Username (top of the list
of email folders in the left-hand pane in Outlook). Select Change
Sharing Permissions.Permissions tab.Name list displayed, click
Add and 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.Folder Visible
OK to complete.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.
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 [View/From
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.
Managing calendar
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
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).
Managing email
If you are responsible for managing someone's email, you can open their
inbox by clicking [File > Open > Other User's Folder...] on the
Outlook menu.
Open Other User's Folder screen, click on
the Name button and select their name from the list that pops
up. Check that the Folder type box has the right option chosen
(Inbox, Calendar, Contact etc). Click OK. Figure images/openOther.png [Open Other User's Folder screen]
[Tools > Account
settings] from the Outlook 2007 menu. Account Settings window opens. Click on
Change...
Figure images/delegateAccSett.png [Account settings window with Change icon circled]
Change email account window opens, click on
the More settings button to open the Nexus settings
screen.
Figure images/delegateChangeEmail.png ['Change email account' window with 'More settings' button circled]
Advanced tab and click Add....
Figure images/AddMailbox4.png [Advanced tab contains list of additional mailboxes to be opened (empty in the example)]
Add Mailbox window opens, type in the name of the owner of the
mailbox you want to open. Click OK. 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
address field, 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
Mailboxes section: Figure images/delegateAddMailbox6.png [List of mailboxes now includes the one just added]
OK, then
Next, and finally Finish to
complete the process. 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.