Sharing & Delegation In Exchange

To learn about sharing calendars and delegating account access to others in an Exchange environment, follow the instructions below.

Sharing calendars in Exchange

Sharing or granting permission to view calendar information allows a colleague to view your calendar information. By default, shared items marked as private are not viewable, although they will appears as "busy" time on your calendar.

General information and instructions for sharing calendar information are available from Microsoft:

• Outlook 2003
• Outlook 2007
• Enourage 2004

Delegate Access In Exchange

A delegate is someone who has been granted permission to open another person's folders, create items, and respond to requests on behalf of that person. To become someone's delegate, the account owner must grant delegate access to his or her calendar and email.

Delegate access is a more advanced feature than just sharing your Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or respond to meeting requests on your behalf, you must use Delegate access.

Two Microsoft Office Outlook 2007 or Outlook 2003 users who both use an Exchange account in the same organization can share their Exchange folders with each other and control whether the delegate has read-only or more advanced permissions.

Important notes:

• Delegate access should not be given casually to individuals. Since delegates can perform actions on your behalf, decisions to give delegate access should be weighed carefully and only given to trusted individuals.
• With delegation, one should not rely on the Private feature to prevent other people from accessing the details of appointments, contacts, or tasks through programmatic methods or by using other e-mail programs.
• As the manager, your mail must be delivered to your mailbox on the Exchange server, not to a Personal Folders file (.pst) which stores your messages or other items on your computer.
• You and the delegate must use the same version of Outlook.
• Entourage 2004 does not provide full public folder or delegation support. Microsoft has published work-arounds for this issue.

General information and instructions for delegating calendar and folder information appear here:

• Outlook 2003
• Outlook 2007
• Enourage 2004

Calendar Sharing & Delegate Access Using Outlook Web Access

Outlook Web Access 2007, a built-in component of the Exchange Server 2007 system used for ISC's Exchange service, offers rich support for many of Exchange Server's capabilities in a Web-based client. However, many of the delegate and sharing features available in Outlook clients are not available via Outlook Web Access. For a comparison of Outlook 2003, Outlook 2007, and Outlook Web Access for Exchange Server, visit Microsoft's Feature Comparison Between Outlook 2003, Office Outlook 2007, and Outlook Web Access 2007.

Support

Primary computing support is usually located in the schools, units, and residences, close to the faculty, staff, and students being served. Contact lists are available for:

• Faculty Support
• Staff Support
• Student Support

To look up your local support provider, select your University affiliation above. You may also call First Call at 215-573-4778 to request a referral if you are not sure who to contact.