Sharing and Delegating of Exchange Data with Other Users

What is the difference between sharing and delegating?

A calendar can be shared with another user to give the read or write access directly to the calendar, but ownership of the calendar stays with the original user exclusively. This is useful when a peer needs to be able to view events or "pencil in" events for someone else. However, when a calendar is delegated the other user will also receive calendar invites and notifications for the user that delegated it. This is important in situations where an assistant needs to be able to answer invitations on behalf of a supervisor.

Working with shared calendars from Outlook Web Access

Note: You cannot implement sharing of your calendar or other folders within the web client. However, you can access shared calendars from OWA Premium.

Accessing a shared calendar:

From Outlook Web Access Premium on Internet Explorer 6 or later you can connect to another user's calendar that you have permission to by using the following URL, substituting the actual username for the "username" section of the address.

https://exchange.uark.edu/owa/username@uark.edu/?cmd=contents&module=calendar&view=monthly

Note: The view can equal daily, weekly, or monthly. Module can equal inbox, calendar, contacts, or tasks depending on your level of access to the mailbox.

Unfortunately there is no easy way to access a list of calendars you have access to like you can in Outlook. You could setup an email at the root of your mailbox or in a folder that contained pre-configured links to calendars they needed to access that you have emailed to yourself or you can save them as bookmarks/favorites within your browser.

Sharing your Primary Calendar, Contact List, or Inbox

Outlook 2007

Set up Sharing

1. Set up basic sharing of an item.
2. Select the "Share my calendar" option within the calendar view.

This can also be accomplished by right-clicking on the item you want to share such as the Inbox, Calendar, or Contacts and selecting Change Sharing Permissions to add someone to your sharing list.

Viewing a Shared resource in Outlook

1. Click File, Open, Other user's folder.
2. Type in all or part of the display name for the user or resource
3. Select the type of folder you are trying to access, and click OK. If you have been granted sharing privileges to the folder, it will now be visible. In some cases, it may be necessary to select the other user’s name in the Global Address List for this to work properly. Once a shared item has been connected to it is "remembered" until deleted.

You can also connect directly to someone else's mailbox if you have the appropriate level of permissions by changing your account settings to open the other mailbox with Outlook.

Entourage 2008

Set up Sharing

1. Open the calendar view.
2. Using Option-click or use the right-click button on a two-button mouse, select the calendar item under the Exchange mailbox.
3. Select Sharing.
4. Click Add User.
5. Click the Advanced button.
6. Fill in uark.edu in the domain field.
7. Fill in the username of the person you want to share your calendar with in the Account ID field.
8. Select user or Security group depending on whether it is a single person or an Exchange distribution group you are sharing with then click ok.
9. With the user ID you just added still highlighted, select the permission level you want them to have.
10. Click OK to complete the addition.

Viewing a Shared resource in Entourage

1. Click File, Open Other user's folder.
2. Type in all or part of the display name for the user or resource.
3. Select the type of folder you are trying to access, and click OK. If you have been granted sharing privileges to the folder, it will now be visible. In some cases, it may be necessary to select the other user’s name in the Global Address List for this to work properly. Once a shared item has been connected, it is "remembered" until deleted.

You can also connect directly to someone else's mailbox if you have the appropriate level of permissions by changing your account settings to open the other mailbox with Entourage.

Advanced Sharing

Sharing folders other than the Root Calendar, Contacts, or Inbox in Outlook 2007

1. Right-click the mailbox and click Change Sharing Permissions.
2. Give "folder visible" to any user that will be opening the mailbox on login; click OK.
3. Right-click the folder to be shared and select Advanced Sharing Permissions.
4. Change the permission level appropriately for the situation and click OK.
5. From the workstation connecting to the shared folder, open the account settings of the user account accessing the mailbox.
6. Click on More Settings.
7. Click the Advanced tab and add the shared mailbox name to be opened at startup.

Sharing folders other than the Root Calendar, Contacts, or Inbox in Entourage 2008

1. Right-click the mailbox and click Folder Properties.
2. Click the Permissions tab.
3. Click Add User.
4. Click the Advanced button.
5. Fill in:
   uark.edu
   in the domain field.
6. Fill in the username of the person you want to share your calendar with in the Account ID field.
7. Select user or Security group depending on whether it is a single person or an Exchange distribution group you are sharing with then click OK.
8. With the user ID you just added still highlighted, select the "Folder Visible" option..
9. Click OK.
10. From the workstation connecting to the shared folder, open the account settings of the user account accessing the mailbox.
11. In the "Edit Account" screen, select the Delegate tab.
12. In the "Users I am a delegate for" section, select Add.
13. Fill in the uark.edu username of the shared account.
    Note: it may be necessary to use the Advanced option to connect to the account.
14. Click OK to confirm the selection. The account should now show up under the folder list.

Delegating calendar responsibilities to another user

Set up delegation in Outlook 2007

1. Click Tools, Options.
2. Select the Delegates tab. From here you can determine what level of access the other user has and whether they can receive and accept meetings on your behalf.

Set up Delegation in Entourage 2008

1. Click Entourage, Account Settings.
2. Double-click on your Exchange account settings.
3. Select the Delegate tab. From here you can determine what level of access the other user has and whether they can receive and accept meetings on your behalf.

Auto-open another user's mailbox on login with Outlook 2007

1. Open the account settings of the user account accessing the mailbox.
2. Click on More Settings.
3. Click the Advanced tab and add the shared mailbox name to be opened at startup.

Auto-open another user's mailbox on log in with Entourage 2008

1. Click Entourage, Account Settings.
2. Give "folder visible" to any user that will be opening the mailbox on login.
3. Open Tools, Options, Delegates on the sharer account and set up delegate permissions.
4. Open the account settings of the user account accessing the mailbox.
5. Click on More Settings.
6. Click the Advanced tab and add the shared mailbox name to be opened at startup.