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Add another person's mailbox to your profile

If you frequently work with someone else's Exchange folders, you probably will want to add the other person's Exchange mailbox to your Outlook profile. Doing so will automatically open the other person's mailbox every time that you open Outlook. The other mailbox appears in the Navigation Pane underneath your Exchange mailbox folders.

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1. Right-click the root folder of the Exchange mailbox, and then click Folder Permissions.

   The shared mailbox usually appears as Mailbox - user name.

2. Click the name of the delegate.

3. Under Permissions, under Other, select the Folder Visible check box.

4. Click OK.

Send or respond to meeting requests for another person

To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Enter the delegate's information and click Add.

4. Do one of the following:

   • In the Delegate Permissions dialog box, give the delegate Editor (can read, create, and change items) permissions in the manager's Calendar or Tasks folder and at least Reviewer (can read items) permissions in the manager's Inbox.

   • Click OK to close the Delegate Permissions dialog box, then select the check box at either My delegates only, but send a copy of meeting requests and responses to me or My delegates only.

5. Click any other tab to return to your file.

To respond to meeting requests

1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.

2. Open the meeting request.

3. Click Accept, Tentative, or Decline.

To send a meeting request

1. Open the other person's calendar.

2. On the Home tab, in the New group, click New Meeting.

3. Enter the attendees, subject, location, and start and end times as you ordinarily do.        

Create or reply to an email message on behalf of another person

To create an email message

1. In Mail, on the Home tab, in the New group, click New E-mail.

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1. In the From box, type the name of the person on whose behalf you are sending the message.

   To select the name from a list in the Address Book, click From.

   If you do not see the From button and box, on the Options tab of the message, in the Show Fields group, click From.

2. Add recipients, a subject, and the contents of the message as you typically do.

To reply to an email message

1. In the other person's mailbox, select the message that you want to reply to on behalf of your manager.

2. On the Home tab (If you have opened the message, on the Message tab), in the Respond group, click Reply, Reply All or Forward.

                   

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1. In the From box, type your manager's name. To select the name from a list in the Address Book, click From. If you do not see the From button and box, on the Options tab, in the Show Fields group, click From.

2. Add recipients, a subject, and the contents of the message as you typically do.        

Save sent items in another person's Sent Items folder

When email messages and meeting requests are sent by a delegate on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder. This behavior is by design.

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1. In the Navigation Pane, right-click the Sent items folder.

2. Click Change Sharing Permissions.

3. On the Permissions tab, click the name of the delegate.

4. Under Permissions, in the Permission level list, click Editor (can read, create, and change items).

5. Click OK.

   The manager's Sent Items folder appears in the delegate's Navigation Pane under Mailbox - manager.

Open another person's folders (temporarily)

1. Click the File tab.

2. Click Open.

3. Click Other User's Folder.

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1. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.

2. In the Folder type list, click the folder that you want to open.   

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