If you want to have delegates open your Microsoft Outlook folders, your mail must be delivered to your mailbox (mailbox: Location on a Microsoft Exchange server where your e-mail is delivered. Your administrator sets up a mailbox for each user. If you designate a personal folder file as your e-mail delivery location, messages are routed to it from your mailbox.) on the server, not to a Personal Folders file (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.) (.pst) on your hard disk. If you have your mail delivered to a .pst, you cannot add delegates.

• You may not be connected to the Microsoft Exchange Server computer. Verify that you are connected to the server.
• The add-in (add-in: A supplemental program that adds custom commands or custom features to Microsoft Office.) that contains the Delegate Access feature must be set up. On the Tools menu, click Options, and then click the Other tab. Click Advanced Options, and then click Add-In Manager. If the Delegate Access check box is not available, you must set up that add-in.

  How?

  Do either of the following:

  Add or remove a COM add-in

  1. On the Tools menu, click Options, and then click the Other tab.
  2. Click Advanced Options, and then click COM Add-Ins.
  3. Do any of the following:
     • To enable an add-in, select the check box next to the add-in.

     • If the COM add-in you want is not listed, you need to add it to the Add-ins available list. Click Add, click the add-in (.exe or .dll file) you want, and then click OK.

     • To disable an add-in, clear the check box next to the add-in.

     • To remove an add-in, clear the check box next to the add-in you want to remove, and then click Remove.

  Add or remove an Exchange Client add-in

  1. On the Tools menu, click Options, and then click the Other tab.

  2. Click Advanced Options, and then click Add-In Manager.

  3. Click Install and then double-click the extension configuration (.ecf) file you want.

  4. Click OK.

  To disable an add-in, clear the check box next to the add-in, and then click OK.

When you view days in the Calendar folder, you can't see the details of an appointment, but the free/busy time (free/busy time: In Calendar, time status and user defined labels are indicated by colors and patterns.) shows that the person's time during the appointment is busy; therefore, you know that an appointment has been set up during that time. This is because, even though you have delegate access permission to the other person's Calendar folder, if the other person created an appointment and marked it private, you cannot view the appointment unless they have given you permission to do so. Have the person who granted you permission clear the Private check box on the Appointment tab in the appointment, or have the person modify your permissions so that the Delegate can see my private items check box is selected.

• The person you set up as your delegate might have been deleted from the Microsoft Exchange Global Address List (Global Address List: The address book that contains all user, group, and distribution list e-mail addresses in your organization. The administrator creates and maintains this address book. It may also contain public folder e-mail addresses.), or there might have been an internal rule-handling failure on the server. To reset your delegate's permissions, on the Tools menu, click Options, and then click the Delegates tab.
• The Send meeting requests and responses only to my delegates, not to me check box might not be selected. On the Tools menu, click Options, and then click the Delegates tab.

• You may not be connected to the Microsoft Exchange Server computer. Verify that you are connected to the server.
• You may not have sufficient permissions. Ask the person who granted you delegate access to perform the following steps to verify the permissions granted to you: On the Tools menu, point to Options, and then click the Delegates tab. Click the delegate's name in the Delegates box, and then click Permissions.

This can be caused when the delegate and the person granting permission to his or her folders, usually a manager, both make changes to the Calendar. One person's changes are synchronized, but when the changes from the other person attempt to synchronize, a conflict occurs. There are several recommendations to help prevent these types of conflicts, including the following:

• The delegate and and the person sharing his or her information, usually a manager, agree on a set of guidelines for editing particular types of appointments. For example, the manager always edits his or her own personal appointments.
• The two people agree which person always makes changes to existing appointments.
• The person granting permissions, usually the manager, does not make changes while offline or when using Cached Exchange Mode.

If you create a task request as a delegate, the responses are sent to the person for whom you are a delegate.

If you want to move tasks up or down in a Tasks folder that you have delegate (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.) access to, the person who granted you delegate access must also give you owner permission for that folder. To give you owner permission, the person who granted you permission must: Right-click the Tasks folder, and then click Properties on the shortcut menu. Click the Permissions tab, and then in the Name box, click your name. Then, in the Permission level list, click Owner.