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 [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.

On the 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.
Open Other User's
                            Folder screen
If you intend to do this regularly, you may prefer to open a delegated Nexus mailbox alongside your own.
  • Select [Tools > Account settings] from the Outlook 2007 menu.
  • The Account Settings window opens. Click on Change...
    Account settings window with Change icon
                                    circled
  • When the Change email account window opens, click on the More settings button to open the Nexus settings screen.
    'Change email account' window with 'More settings' button 
                                    circled
  • Go to the Advanced tab and click Add....
    Advanced tab contains list of additional mailboxes to be
                                    opened (empty in the example)
  • When the Add Mailbox window opens, type in the name of the owner of the mailbox you want to open. Click OK.
    Box to type in the name of the user
  • 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:
    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 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:
    List of mailboxes now includes the one just added
  • Click OK, then Next, and finally Finish to 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.

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