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Share information in Microsoft Outlook on Virtual Office CS and SaaS

In the following sections, review 3 ways to share information such as contacts, calendars, or folders in Microsoft Outlook on Virtual Office CS and Software as a Service (SaaS). These features are only available when you use Microsoft Exchange and are not available if you have setup Outlook with a POP3 or IMAP email account.

Delegate access

Delegate Access is an Outlook feature that lets 1 person act on behalf of another Outlook user. Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Outlook to enable another person, known as a delegate, to receive and respond to email messages and meeting requests and respond on your behalf.
To set up Delegate Access, refer to the following Microsoft article: Add a person as your delegate.

Personal folder sharing

Personal folder sharing enables another person to access one or more of your Outlook folders, such as your calendar or contacts. This type of sharing lets selected others view the contents of a specified folder but doesn’t let others send email or respond to meeting requests on your behalf. When setting up folder permissions, you can determine exactly how much access a given person has to your folder.
To set up personal folder sharing, refer to the following Microsoft articles:
  • Share your calendar (review the
    Share calendars using a Microsoft Exchange Server Account
     section).
  • Share your inbox (review the sections
    Add another person's mailbox to your profile
     and
    open another person's folders
    ).
    note
    If you only want to share a subfolder with other Outlook users, you'll need to mark the option in the folder's permissions called
    Folder Visible
     for each folder that precedes the subfolder including the top-level entry, for example
    name@company.com
     entry.

Public folders

Public Folders are folders created to share information with others, but these folders are not related with anyone's personal Outlook. The owner of a public folder can set rights so that only a select group of users have access to the folder.
Public folders in Outlook can contain contacts, calendar items, or messages. An example of using public folders would be to create a folder for each of your conference rooms, so that others can book a time for meetings in the rooms or view when the rooms are free or busy.
To set up Public Folders, refer to the following steps:
  1. On your keyboard, press
    <Ctrl> + <6>
     to display the
    Public Folder List
    .
  2. Expand
    Public Folders
     (for example, Public Folders - yourname@firmdomain.com).
  3. Expand
    All Public Folders
    .
  4. Right-click on your
    [Firm ID] Shared
     folder (for example, 998877 Shared).
  5. Select
    New Folder
    .
  6. Enter a name and choose what the folder should contain (for example, calendar items, contact items, or mail items).
  7. Select
    OK
    .
  8. By default, all Microsoft Exchange users for your firm will have “Publishing Editor permissions” to this folder, which lets users create, edit and delete information in the public folder. To restrict which users can see the folder or what level of access they have to the folder, follow these steps:
    1. Right-click on the folder, then select
      Properties
      .
    2. Select the
      Permissions
       tab.
    3. Select the
      Add or Remove
       buttons to change which users can see the folder.
    4. For each user, select a
      Permission Level
       - permissions descend from Owner (the highest level of access) to None (no access to the folder).

This article applies to:

  • Product: Virtual Office CS

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