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delegation of sub folders in outlook

Posted on 2001-06-14
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Last Modified: 2008-02-01
When i delegate someone a folder (say contacts) is it possible for the delegate to see the Sub-folders of contacts. I've tried to solve this, no luck so far.

p.s. I am using outlook 97 and outlook 2000 - midway thrugh a company wide upgrade.
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Question by:mgreggs
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by:traval
ID: 6193265
Assuming you are talking about "permissions" and not "delegate", the permissions are NOT inherited.  If you assign permission for another user to a folder and you want the user to have access to a subfolder as well, you must explicitly assign permission to the subfolder.

Additionally, to assign permission to any folder other than the 5 folders of Contacts, Inbox, Journal, Notes, and Tasks, you must first give the user permission to the mailbox, then additionally give the user permission to the folders you want them to access.
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Author Comment

by:mgreggs
ID: 6193597
Traval,
Thank you. I am talking about delegate, not nt permissions. Here is the situation. The boss has several contacts set up in his email. All his mail is stored on an exchange 5.5 sp4/Win 2k sp1 box. He is the Head of a professional organisation. One of several sub folders in his contacts is his professional references. He wants to delegate to his secretaries (5 of them) his contacts. All will have acess to his contacts but only 3 will have acess to the sub folders. The purpose is for him to be on the road, call his secretary, and have her search,edit,modify, print, email his contacts. Currently i've delegated (from his outlook 2k)the abiltiy of his secretaries to read,edit,and post on behave of his email,journal,notes, and contacts. However, i can not, or am unable, to pull up the SUB FOLDERS of his contacts.

Thank you for any help .... i really dont want to create a public folder just for him.
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by:traval
ID: 6193626
In Outlook "Delegates" can send mail mail on your behalf.

"Permissions" allow another user on an Exchange Server to view and or manipulate the contents of folders in your mailbox.  "Permissions" are assigned by right clicking on a folder, choosing properties, and then clicking the permissions tab.  They are not related to Windows NT Permissions.

What you are describing are "permissions", not "delegate" rights, and the instructions provided previously should address the exact problem you are describing.
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Author Comment

by:mgreggs
ID: 6193641
Thank You...
I tried that earlier today. I probably skimmed over something - the old frustation factor. Naturally, i've beaten myself silly with this and am at home now still trying to solve it.I'll give it a shot 1st in the morning.
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Author Comment

by:mgreggs
ID: 6193642
Thank You...
I tried that earlier today. I probably skimmed over something - the old frustation factor. Naturally, i've beaten myself silly with this and am at home now still trying to solve it.I'll give it a shot 1st in the morning.
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Author Comment

by:mgreggs
ID: 6193648
Thank You...
I tried that earlier today. I probably skimmed over something - the old frustation factor. Naturally, i've beaten myself silly with this and am at home now still trying to solve it.I'll give it a shot 1st in the morning.
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Author Comment

by:mgreggs
ID: 6195669
Traval,
Ok. I think i am missing something. I have given the secretarys the permission to log onto the boss's mailbox (with the role being user) via the exchange admin. I have also logged onto his machine as him, right clicked contacts and the sub folders and given the permissions to the secretarys as publishing editor.

-Contacts
--AIA
--AIAD

I am able to pull up contacts. I just am not able to get the sub folders (AIA in this example). I went through the following process to open the contacts under outlook 2000.

File - open - other user's folder...
typed in the users name. selected contacts.

Once again, contacts pull up fine. It's the sub folders which are throwing me for a loop. I really appreaciate your help.
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Expert Comment

by:Kitekid
ID: 6195763
I think you need to open the sub folder directly.  Try File - open - other user's folder...
typed in the users name. selected AIA. Of course the permissions need to set as mentioned above.
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Author Comment

by:mgreggs
ID: 6195794
Traval,
Ok. I think i am missing something. I have given the secretarys the permission to log onto the boss's mailbox (with the role being user) via the exchange admin. I have also logged onto his machine as him, right clicked contacts and the sub folders and given the permissions to the secretarys as publishing editor.

-Contacts
--AIA
--AIAD

I am able to pull up contacts. I just am not able to get the sub folders (AIA in this example). I went through the following process to open the contacts under outlook 2000.

File - open - other user's folder...
typed in the users name. selected contacts.

Once again, contacts pull up fine. It's the sub folders which are throwing me for a loop. I really appreaciate your help.
0
 

Author Comment

by:mgreggs
ID: 6195811
Traval,
Ok. I think i am missing something. I have given the secretarys the permission to log onto the boss's mailbox (with the role being user) via the exchange admin. I have also logged onto his machine as him, right clicked contacts and the sub folders and given the permissions to the secretarys as publishing editor.

-Contacts
--AIA
--AIAD

I am able to pull up contacts. I just am not able to get the sub folders (AIA in this example). I went through the following process to open the contacts under outlook 2000.

File - open - other user's folder...
typed in the users name. selected contacts.

Once again, contacts pull up fine. It's the sub folders which are throwing me for a loop. I really appreaciate your help.
0
 

Author Comment

by:mgreggs
ID: 6195840
Kitekid,
I tried. I am only able to choose Calendar Contacts,Inbox,Journal,Notes, and Tasks. I am really stomped here.

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Author Comment

by:mgreggs
ID: 6195841
Kitekid,
I tried. I am only able to choose Calendar Contacts,Inbox,Journal,Notes, and Tasks. I am really stomped here.

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Author Comment

by:mgreggs
ID: 6196185
ok. i found an answer. It took some digging. But here's a link to how its done. I want to thank everyone that helped me.

http://businesssoft.about.com/library/weekly/aa051801b.htm

Traval / Kitekid ..... Thanx

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Expert Comment

by:PandoraMod
ID: 6357938
mgreggs, thank you for posting your solution. I am refunding your points and paqqing this question.
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Accepted Solution

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PandoraMod earned 0 total points
ID: 6357940
from the link provided by mgreggs:

There are three ways a delegate can view the permitted items at his/her workstation: from the Folder List, from the Outlook Bar, and from the File menu.  The Folder List and Outlook Bar need to be set up manually first, while using the File menu requires no set-up at all.  Using the File menu is recommended only for those who need to access the permitted items infrequently, as it involves a few steps.

Setting Up the Folder List and Outlook Bar

For those that will be accessing the items on a daily or frequent basis, the Folder List should be set-up with the delegator's items.  Setting up the Outlook Bar is optional.

At the DELEGATE'S workstation:

From the Tools menu, choose Services.

Highlight Microsoft Exchange Server and choose Properties.  The Microsoft Exchange Server dialog box is displayed as shown below.

Select the Advanced tab, and choose Add.

In the Add Mailbox dialog box, type the name of the delegator, and choose OK.

Outlook searches for the person in the Global Address List.  You may have to choose the proper person from the names Outlook finds.
Choose OK.

If necessary, choose Folder List from the View menu.  The Mailbox-[Delegator's Name] is now listed.  Clicking the plus sign to the left of the delegator's mailbox will expand the folder to view all items the delegate has permission to view.
If the delegate would like a shortcut placed on the gray Outlook Bar, continue with the following steps.

Drag and drop the item needed for the shortcut from the Folder List to the appropriate spot on the Outlook Bar.  An I-bar appears to help place the shortcut in the proper location.

Right-click on the shortcut, choose Rename Shortcut, and type a new name to differentiate this item from the delegate's items (i.e. "John's Calendar").

Press Enter.
Accessing the Item from the File Menu

Infrequent users may want to skip the above and just access the Outlook item from the File menu when needed.

The delegate can follow these steps:

From the File menu, choose Open and select Other User's Folder.  The Open Other User's Folder dialog box is displayed as below.

Type in the name of the delegator, or choose the Name button to select from the Global Address List.

From the drop-down arrow, select the item to be viewed.

Choose OK.  Outlook searches for the person, and you may have to select the delegator from a list of names Outlook finds.

The delegator's item appears if the delegate has been given the proper permissions.

If an infrequent user of the delegator's item(s) needs to only be able to read the items now and then, you can quickly set up read-only permission.  Using this method, the delegate can access the item only from the File menu.
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