About sharing and delegation

If you have a Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.), you can share and delegate Outlook e-mail messages, events, contacts, tasks, and notes with people who are on the same Exchange server.

Sharing is most often used by peers who are working on the same project. The shared folder appears under a separate account in the other user's navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.). Depending on the sharing permissions, the person may be able to read, create, edit, or delete items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) in the shared folder.

Delegation involves granting permission to another person, known as a delegate, to receive and respond to e-mail messages and meeting requests on your behalf. You can also grant additional permissions that allow your delegate to read, create, or edit items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) in your Exchange account.

 Note   When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

Options for sharing a folder

When you share a folder, you can set permissions that define what each user who accesses the folder can do:

Permission level Activities that a sharing user can perform
Owner Create, read, modify, and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder.
Publishing Editor Create, read, modify, and delete all items, and create subfolders.
Editor Create, read, modify, and delete all items.
Publishing Author Create and read items, create subfolders, and modify and delete items that you create.
Author Create and read items, and modify and delete items that you create.
Nonediting Author Create and read items, and delete items that you create.
Reviewer Read items only.
Contributor Create items only.
Custom Perform activities defined by the folder owner.
Free/Busy time, subject, location For calendar sharing only, read the free/busy information, subject, and location of calendar events
Free/Busy time For calendar sharing only, read the free/busy information of calendar events
None Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder.

Options for delegating a folder

When you add a delegate, you can give the delegate separate permission levels for your calendar, inbox, address book, tasks, and notes folders:

Permission level Activities that a delegate can perform
Editor Read, create, and modify items, including modifying and deleting items that the account owner created. For example, a delegate with Editor permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf.
Author Read and create items, and modify and delete items that he or she creates.
Reviewer Read items only. For example, the delegate can read messages in the account owner's inbox.

See also

Share a folder in an Exchange account

Open a shared calendar, address book, or e-mail folder

Add and manage your delegates

Become a delegate or stop being a delegate

 
 
Applies to:
Outlook for Mac 2011