"Delegating" is a key feature in Outlook and has helped many
an office worker take care of some last minute business on Friday afternoon.
The difference between delegating and just giving someone permission to access
to your folders is that delegating is the only way to give someone "Send-on-behalf-of
privileges" or permission to respond in your name.
What can a delegate do? A delegate has the same authority as someone to
whom you have given permissions, plus the added authority to respond in
your name. A delegate can be given access to the same six folders to which
you can give permissions.
To name a delegate, go to Tools>Options and select the delegates
tab. Once you select a delegate, the following window will appear:
In this window you can select the permission the delegate has in different
areas of Outlook. You can set one of four levels of authority for each
- None - meaning your delegate has no access to this function.
- Reviewer - can read items.
- Author - can read and create items.
- Editor - can read, create, and modify items.
Check the box "Automatically send a message to delegate summarizing these
permissions" to give your delegate written confirmation. If you have
Private items in one of these folders, you can check "Delegate can
see my private items" if you wish to share them.
How does your delegate access your folders? It is
very easy in Outlook 2000:
1. Click on File>Open>Other Users Folder.
2. Select the name of the "other person" and the folder to which
you have access.
3. The folder will then open in a new window.
To send a message on behalf of the individual who
made you their delegate:
1. In Outlook, running under your own profile, display a new mail message.
2. Click View>From Field. This will add the "From" field
to the header at the top of the message template.
3. Click on the From field and select the name of the person on whose behalf
you are sending the message.
4. Type the body of the message, fill in the Subject and Recipient's
address, and click Send.
5. The recipient will only see the name of the person on whose behalf the
message was sent in their Inbox Information Viewer. However, when the message
is opened, in the message header itself, the recipient will see something
such as "Buddy Goodsmack on behalf of Craig Mercer". The recipient
is not misled as to the identity of the sender.
6. If you attempt send a message from a user who has not made you a delegate,
the following message will appear:
If you travel frequently, do not have reliable access to your corporate e-mail
on the road, and have a trusted assistant, it is good business practice
to make that assistant your delegate.