(This Techdoc is related to Exchange 2007 and Office 2007, not all features are available in Exchange 2003)

Delegate – The user who will gain access to the email address

Delegator – The user providing access to their email account

Basics:

Once your Microsoft Outlook has been setup on the delegate and delegators machine you will need to do the following:

On the delegators machine you will need to

• Go to ‘Tools > Options’ the last tab is ’Delegates’ in here you will need to ‘Add’ the delegates username.
• The next prompt window will allow you to give the delegate access to the various areas of your mailbox and what level of permission they have. This is explained on the prompt window.
• In Outlook right click on the top folder in your Folder List this is often called ‘Mailbox - %username%’, select ‘Changing Sharing Permissions’ add the delegate and choose the appropriate permission level from the drop down list.

This will now give the delegate basic control over the deleagtor’s mailbox according to the permissions set (Editor, Author, Reviewer, etc.)

To open the delegator’s mailbox on the delegate’s machines, go to ‘Tools > Accounts Settings’, select the exchange account, select ‘Change’ go to ‘More Settings’ choose the ‘Advanced’ tab and ‘Add’ the users mailbox you now have access to.

This mailbox will show up under yours in the Outlook folder list.

To send an email as the delegate on behalf of the delegator open a new mail message go to the options tab and select ‘From’ you are now able to type in a from address. You will add the delegator’s email address here. When this email is sent the recipient will see it as ‘From: Delegate on behalf of Delegator’

More Advanced:

Once your Microsoft Outlook has been setup on the delegate and delegators machine you will need to do the following:

On the delegators machine you will need to

• Go to ‘Tools > Options’ the last tab is ’Delegates’ in here you will need to ‘Add’ the delegates username.
• The next prompt window will allow you to give the delegate access to the various areas of your mailbox and what level of permission they have. This is explained on the prompt window.

On the Exchange server find the delegators email account on the exchange server, right click on the user and choose the following:

• Full Access Permissions – This allows the delegate to fully manage the full folder structure of the mailbox, delete items, move items etc.
• Send As Permissions – This allows the delegate to send AS the user instead of the mails coming through ON BEHALF OF the user.

To open the delegator’s mailbox on the delegate’s machines, go to ‘Tools > Accounts Settings’, select the exchange account, select ‘Change’ go to ‘More Settings’ choose the ‘Advanced’ tab and ‘Add’ the users mailbox you now have access to.

This mailbox will show up under yours in the Outlook folder list. You should now be able to see their full folder structure.

To send an email as the delegate on behalf of the delegator open a new mail message go to the options tab and select ‘From’ you are now able to type in a from address. You will add the delegator’s email address here. When this email is sent the recipient will see it as ‘From: Delegate on behalf of Delegator’. If you have set the ‘Send As’ permissions on the exchange server, when the delegate sends as the delegator the email will come through ‘From: Delegator’ and there will be no mention of the delegate.

Additional Needs (Advanced):

When the delegate send as the delegator, by default, the send items go to the delegates send items and not the delegators, as well as when an email is deleted by the delegate from the delegator’s mailbox, the deleted item goes to the delegates deleted items and not the delegators.

To change this you will be required to add two registry keys/values which will change the way windows functions, the values are as follows:

Sent Items

• Location: HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences
• Value Name: DelegateSentItemsStyle
• Value Type: DWORD
• Data: 1

Deleted Items

• Location: HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Options\General
• Value Name: DelegateWastebasketStyle
• Value Type: DWORD
• Data: 4

To add these registry keys via the command line you would use the following:

REG ADD HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences /v DelegateSentItemsStyle /d 1 /t REG_DWORD /f

REG ADD HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Options\General /v DelegateWastebasketStyle /d 4 /t REG_DWORD /f

/v – The value name

/d – The data to assign to the valuename

/t – The registry key type

/f – Force overwriting if the key exists

PLEASE NOTE:

** These registry values are ONLY for Office Outlook 2007 **

** MS Outlook 2007 must be FULLY up to date with the latest service packs for this to work. **