{"id":4509,"date":"2022-12-22T10:45:40","date_gmt":"2022-12-22T18:45:40","guid":{"rendered":"https:\/\/SUMMALAI.COM\/?p=4509"},"modified":"2022-12-22T10:45:42","modified_gmt":"2022-12-22T18:45:42","slug":"how-to-manage-another-persons-email-and-calendar-in-outlook","status":"publish","type":"post","link":"https:\/\/SUMMALAI.COM\/?p=4509","title":{"rendered":"How to Manage Another Person’s Email and Calendar in Outlook"},"content":{"rendered":"\n

There are two ways to work with another person’s Outlook folders \u2014 sharing folders and entrusting someone to act on your behalf.<\/p>\n\n\n\n

Note: <\/strong>A Microsoft 365 for business or other Exchange-based account is required. For more information, see What is a Microsoft Exchange Server account?<\/a>.<\/p>\n\n\n\n

Folder sharing<\/strong> lets other people access one or more folders. However, it does not include permissions for them to act on your behalf. For example, a person who can access your folders can\u2019t reply to email messages or respond to meeting requests for you.<\/p>\n\n\n\n

Using Delegate Access <\/strong>, you can give someone permission to act on your behalf. For example, you might have an assistant that you want to create and respond to meeting requests for you. Some assistants might also monitor a manager’s Inbox<\/strong> and send email on behalf his or her behalf.<\/p>\n\n\n\n

Note: <\/strong>The procedures in this article assume you have granted someone Delegate Access permissions. For more information about delegate access, see Allow someone else to manage your mail and calendar<\/a>.<\/p>\n\n\n\n

Add another person’s mailbox to your profile<\/h2>\n\n\n\n

If you frequently work with someone else’sExchange 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 you open Outlook. The other mailbox appears in the Folder Pane beneath your Exchange mailbox folders.<\/p>\n\n\n\n

Note: <\/strong>The person who is sharing a mailbox must grant you Folder visible<\/strong> permission on the root folder of the Exchange mailbox.<\/p>\n\n\n\n

Instructions for granting Folder visible permission<\/strong><\/p>\n\n\n\n

As the manager, do the following in Outlook:<\/p>\n\n\n\n

  1. Right-click the root folder of the Exchange mailbox, and click Folder Permissions<\/strong>.<\/li>
  2. Click the name of the delegate.<\/li>
  3. Under Permissions<\/strong>, under Other<\/strong>, select the Folder visible<\/strong> check box.<\/li>
  4. Click OK<\/strong>.<\/li><\/ol>\n\n\n\n

    As the delegate, do the following in Outlook:<\/p>\n\n\n\n

    1. Click File<\/strong> > Account Settings<\/strong> > Account Settings<\/strong>.\"Account<\/li>
    2. On the Email<\/strong> tab in the list, click the Exchange account type, click Change<\/strong>, and then click More Settings<\/strong>.<\/li>
    3. On the Advanced<\/strong> tab, under Open these additional mailboxes<\/strong>, click Add<\/strong>, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.<\/li><\/ol>\n\n\n\n

      Open another person’s folders<\/h2>\n\n\n\n
      1. Click File<\/strong> > Open & Export<\/strong> > Other User’s Folder<\/strong>.Tip: <\/strong>To avoid this step in the future, see the instructions on how to add another person’s mailbox to the Folder Pane in the Add another person’s mailbox to your profile<\/a> section of this article.<\/li>
      2. In the Name<\/strong> box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name<\/strong> to select from a list.<\/li>
      3. In the Folder type<\/strong> list, click the folder that you want to open.<\/li><\/ol>\n\n\n\n

        Send or respond to meeting requests on behalf of another person<\/h2>\n\n\n\n

        To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:<\/p>\n\n\n\n

        1. Click File<\/strong> > Account Settings<\/strong> > Delegate Access<\/strong>.<\/li>
        2. Click Add<\/strong>, then type or select, the delegate\u2019s name, and then click Add<\/strong>.<\/li>
        3. Do one of the following: