Outlook 2007 Delegates

Okay, I need some advice and suggestions.  In my office environment, I have many executives with secretaries.  All the secretaries have access to their boss' email in Outlook 2007 (with Exchange 2007).  Frequently, the executives need to send emails to each other that the secretaries should not see.  I do not want to set each exec up with another account but don't know how to lock down individual emails.  Anyone have a suggestion on how to manage these "exception" emails.
tmartin40Asked:
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sysops6Connect With a Mentor Commented:
Hi

We had a similar scenario at the place where i worked.

Basically all delegates to executive have access to the inbox.

You could setup username-conf@company.com.au aliases to go to a confidential subfolder in the root of their mailbox. Then as it is outside of the inbox subfolder the pa cannot see the contents nor will they eve get to see the mail message as it will never reach the inbox.

This is how we segregated the confidential email from the normal email that the PA's have to deal with.

Hope this helps.
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traecnehCommented:
Simply put, the bosses will have to do a little bit of work to keep things private but they can do it.  The article shows more details if needed.

"Choose items that can't be viewed by a delegate

If you have given permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Options group, click Private."

Source - http://office.microsoft.com/en-us/outlook/HA100750811033.aspx
 
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tmartin40Author Commented:
"...you can hide personal information in appointments, meetings, tasks, and contacts." I understand this and it is a great tip but I'm more concerned with emails.  My basic scenario is:  The CFO sends an email with company financial info in it to all Executives.  The CFO, however, needs to ensure that the secretaries cannot open and read that email even though they have delegated permissions to that executive's inbox.  How would this be accomplished.  Is this something that a digital cert could manage or is there a better way?  Not real familiar with the digital cert thing...
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tmartin40Author Commented:
I know this sounds bad but that would require the user to perform "another step".  I can barely get them to do the basics.
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sysops6Connect With a Mentor Commented:
Hi

What you want is emails of a certain nature to go to a separate directory so that the PA cannot see them. If so this will require a bit of work on one end or the other. If you educate your senders of confidential material to put the word CONFIDENTIAL at the start of the subject line and setup a rule for it to go to another folder then that will also work.

As it stands you will either need to deny the PA access to the execs email inbox (impractical) or setup the rules or email aliases as outlined above to achieve this.

As for your users, they need to make a choice. Explain to them that they need to put in a bit of effort to protect confidential data. At the end of the day we found this system worked well for our users with minimal training.

A work doc with a couple of screen shots and you are home and hosed.

Hope this helps.
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