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If you frequently work with someone else's Exchange folders, you probably will want to add the other person's Exchange mailbox to your Outlook profile. Doing so will automatically open the other person's mailbox every time you open Outlook. 

The procedures in this article assume you have granted someone Delegate Access permissions. 

Table of Contents

The person who is sharing a mailbox must grant you Folder visible permission on the root folder of the Exchange mailbox.

Open another person's folders

  1. Select File > Select Open & Export > Select Other User's Folder.

  2. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or select Name to choose from a list.

  3. In the Folder type list, select the folder that you want to open.


Send or respond to meeting requests on behalf of another person

To respond to meeting requests

  1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.

  2. Open the meeting request.

  3. Select AcceptTentative, or Decline.

To send a meeting request

  1. Open the other person's calendar.

  2. On the Home tab, in the New group, select New Meeting.

  3. Enter the attendees, subject, location, and start and end times as you ordinarily do.


Create or reply to an email message on behalf of another person

Create an email message on behalf of another person

  1. In Mail, select Home >  select New Email.

    New Email command on the ribbon

  1. On the Options tab, in the Show Fields group, select From.

  2. In the From box, type the name of the person on whose behalf you are sending the message.

    To select the name from a list in the Address Book, click From.
  3. Add recipients, a subject, and the contents of the message as you typically do.


Reply to an email message on behalf of another person

  1. In the other person's mailbox, select the message that you want to reply to on behalf of your manager.

  2. Select Home (If you have opened the message, select Message), and then select ReplyReply All or Forward.

    Respond group on the ribbon

  1. On the Options tab, in the Show Fields group, click From.

  2. In the From box, type your manager's name. To select the name from a list in the Address Book, select From. If you don’t see the From button and box, select Options > select From.

  3. Add recipients, a subject, and the contents of the message as you typically do.


Send an email message on behalf of a group

If you have been assigned Send As permissions for a group in your organization’s Address Book, you can send email and it will appear to be sent from that group.

  1. In Mail, click Home > New Email.

    New Email command on the ribbon

  1. On the Options tab, in the Show Fields group, select From.

  2. In the From box, type the name of the group on whose behalf you are sending the message.

    To select the group from a list in the Address Book, click From.
  3. Add recipients, a subject, and the contents of the message as you typically do.


Save sent items in another person's Sent Items folder

When email messages and meeting requests are sent by a delegate on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder.

As an alternative, the manager can grant permissions to his or her Sent Items folder to the delegate. The delegate can then move or copy the items from his or her own Sent Items folder to the manager's Sent Items folder.

The manager should do the following:

  1. In the Folder Pane, right-click the Sent items folder.

  2. Select Properties.

  3. On the Permissions tab, select the name of the delegate.

  4. Under Permissions, in the Permission level list, click Editor (can read, create, and change items).

  5. Select OK.

    If you have added the manager’s mailbox to your profile, the manager's Sent Items folder appears in the delegate's Folder Pane under Mailbox - manager.


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