Beyond the Basics with Entourage 2008
Email & Calendar
Delegation, Sharing, & other Features
Table of Contents
Sharing Permissions versus Delegate Access ............................................. 2
Delegate Mail and Calendar Management to Others ................................ 2
Add a delegate .......................................................................................... 2
Set folder permissions for folders you want a delegate to access .............. 3
Become a delegate for an account owner ................................................. 3
View delegated folders in Entourage ......................................................... 4
Send a message on behalf of the account owner ...................................... 4
Respond to calendar event on behalf of account owner ............................ 5
Make a calendar event private .................................................................. 5
Sharing a calendar ..................................................................................... 6
Change Permission Levels on your Shared Calendar .................................. 6
End Calendar Sharing ................................................................................ 6
Responding to an Outlook Sharing Invitation ............................................ 6
Open a Shared Calendar in Entourage ....................................................... 7
Access a Shared Mailbox in Entourage ...................................................... 7
Synchronize Entourage calendar with iCal ................................................. 7
More Information about Sharing and Delegation...................................... 8
Exchange (Calendar Specific) Sharing Permissions/Access Rights ............. 9
Working in a Two Calendar Environment ................................................ 10
Save an Oracle Calendar invitation in Entourage .................................... 10
Create meeting in Entourage Calendar & Invite Oracle Calendar users ... 11
How Exchange Works with Various Email and Calendaring Clients ......... 12
Beyond the Basics with Entourage 2008, last revised June 3, 2010
Page 1
Sharing Permissions versus Delegate Access
Entourage 2008 and Outlook 2007 have the ability to share folders (Inbox, Calendar, Tasks, Contacts,
Notes, and Journal). To share those folders, you assign the appropriate permissions. If you have a need
to have someone act on your behalf, then you need to assign delegate access. Delegate access allows
someone, the delegate, access to your folders and also the authority to send messages on your behalf.
For example, if you have given someone permissions to share your Calendar, they may be able create
meetings on your behalf and make other changes, however you are responsible for accepting and
declining your own meeting requests. If you wish to have someone accept or decline the meetings on
your behalf, you need to give that person delegate access. Refer to last page for more information.
Delegate Mail and Calendar Management to Others
All delegation settings are available on the Delegate tab in
your Microsoft Exchange account settings. This is where
you add delegates and manage their permissions.
Let's open your delegation settings.
1. Click Tools > Accounts.
2. Double-click your Microsoft Exchange account.
3. Click the Delegate tab.
4. Notice that there are two areas: one for account owners
to add delegates, and one for delegates to add
account owners. Delegation settings will only work with
other Exchange accounts.
Add a delegate
Before another Microsoft Exchange user can act on your behalf, you must add the person as a
delegate. As your delegate, the person can send and respond to your Microsoft Exchange e-mail,
schedule and respond to calendar events for you, and access any Microsoft Exchange folders that
you give them permission to work with. You can add multiple delegates, and give them varying
levels of access to your folders.
Note: After you add a delegate, that person must
add you as someone that they're a delegate for.
See “Become a Delegate for an Account Owner’
section.
1. Under My Delegates, click Add.
2. Type the name of the person who you want to
add as a delegate, and then click Find.
3. Select the name, and then click OK.
4. Delegate Permissions dialog box appears.
Beyond the Basics with Entourage 2008, last revised June 3, 2010
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Set folder permissions for folders you want a delegate to access
Permissions determine to what extent a delegate can use your Microsoft Exchange Inbox, calendar,
and address book folders. For your convenience, you can set different permission levels for each
folder. For example, you might allow a delegate to see the contents of your address book and create
and respond to calendar events on your behalf, but not read e-mail messages in your Inbox.
1. On the Calendar pop-up menu (from page 1above),
click a permission level.
Note: The permission levels, from most permissive to
most restrictive, are Editor, Author, Reviewer, & None.
2. Repeat step 1 for the Inbox and Address Book
pop-up menus, and then click OK.
3. To notify the person that you made him/her a delegate, select
the ‘Send a message to delegate summarizing these
permissions’ check box.
4. The person is listed in the My Delegates box. Click OK.
Note: To remove a delegate, under My Delegates,
select the delegate, and then click Remove.
Become a delegate for an account owner
Before you can act on behalf of an account owner, you need
to add yourself as their delegate. This is the final step in
establishing the delegation relationship so you can access
the folders for the account owner.
Important: Before you can become a delegate for someone
else, that person must add you as a delegate.
#3
1. Click Tools > Accounts.
2. Double-click your Microsoft Exchange account.
3. Click Delegate, and then under ‘Users I am a
delegate for’, click Add.
4. Type the name of the account owner. Click Find.
5. Select the name
6. Click OK.
7. Person is listed in ‘Users I am a delegate for’.
8. Click OK.
#7
Beyond the Basics with Entourage 2008, last revised June 3, 2010
Page 3
View delegated folders in Entourage
After an account owner makes you a delegate, you can access their Exchange folders from your
Entourage folders list. You will see only the folders that the account owner has given you
permission to access.
Let's look at the account owner's Microsoft Exchange folders in your Entourage folder list.
1. Click Mail.
2. In your folder list, click the arrow next to
the account owner's Microsoft Exchange account.
If you don’t see the folder
list, click View>Folder List.
3. Click the folder that you want to open
(for example, Inbox).
4. The account owner's Exchange Inbox appears.
5. If the account owner removes you as a delegate, their folders will not appear in your folder list.
Send a message on behalf of the account owner
As a delegate, you might need to send e-mail for an account owner while they're out of the office.
Depending on the permissions that the account owner sets, you can send, read, and respond to the
messages in their Inbox.
1. Click Mail, and then click New.
2. Type the recipient's e-mail address,
a subject, and the message.
3. On the From pop-up menu, click the account
owner's name, and then click Send.
4. This is how the message appears in the recipient's
Inbox, indicating you sent it on behalf of the
account owner.
#4
Beyond the Basics with Entourage 2008, last revised June 3, 2010
#3
As a delegate, you have access to the
account owner's Inbox folder only. You
can't access e-mail subfolders.
Messages that you send on behalf of the
account owner are saved in your own Sent
Items folder.
Page 4
Respond to calendar event on behalf of account owner
As a delegate, you might need to help manage the account owner's calendar. Depending on the
permissions that the account owner sets, you can schedule, update, and respond to events on their
calendar.
Let's accept a calendar event for the account owner, and then see how the response appears to a
recipient.
#2
1. In the account owner's Exchange folder list, click Inbox.
2. Double-click the e-mail that contains the invitation.
3. Click Accept.
4. To send a response, click
Yes, without comments,
and then click OK.
#5
5. This is how the acceptance e-mail
appears in the recipient's Inbox,
indicating that you accepted
the invitation on behalf of the
account owner.
If an account owner marks a calendar
event as private, delegates can't respond to the event.
Make a calendar event private
If a calendar event contains information that you don't want a delegate to see, you can mark the
event as private. Although a delegate can't see the details of a private event, the event date and time
appears so that the delegate doesn't schedule you for a time when you aren't available.
1. Click Calendar.
#2
2. Double-click the event on your calendar that you want private.
3. Click Event > Private, and then close and save the event.
#3
4. This is how the private event appears
on the delegate's calendar.
To remove the private status from an event,
open the event on your calendar, click Event,
and then clear the check mark next to Private.
#4
If you set the permission level for your Microsoft Exchange calendar to None, delegates
cannot see any of your calendar events.
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Sharing a calendar
1. Click on the Calendar you want to share.
2. Go to the Edit menu and select Folder Properties
3. Select the Permissions tab(From the Folder Properties:
Calendar window). The default permission set for any
person is to allow them only to see your Free/Busy time,
which shows as None in the Permissions tab.
If you wish for EVERYONE to see more details about
non-private meetings and events, highlight the Default name
and change the Permission Level drop-down
menu to Reviewer.
Note: When you make an event private on your calendar, the ‘Reviewer’ will only see you are occupied
at that time. The event block will be marked with the private padlock icon & no details will be available.
4. If you want to grant specific rights to specific people,
click the Add User… button.
5. Type the user's name in the field and click Find. Highlight the name in the list and click OK.
6. You will then return to the Permissions tab of the Folder Properties dialog. Highlight the
person’s account you just added, and adjust the permissions appropriately in the Permission
Level drop-down menu.
7. Send an email to this person to let him/her know that you have shared your calendar.
Change Permission Levels on your Shared Calendar
1.
2.
3.
4.
Click on the Shared Calendar>Edit> Folder Properties
Click on the Permissions tab.
Click on the name of the person whose permission you want to change.
Use the Permission Level menu to select the level which represents the amount and type of access
you would like this person to have.
Note: Each time you select a different permission level from the menu, the selection of check boxes
and radio buttons in the lower part of the form will change. You can click the appropriate check
boxes and radio buttons to create a custom permission level.
5. Click OK.
End Calendar Sharing
1.
2.
3.
4.
5.
Click on the Shared Calendar>Edit> Folder Properties
Click on the Permissions tab.
Click on the name of the person whose access you would like to end.
To temporarily suspend access, on the Permission Level pop-up menu, click None.
To permanently stop sharing with the person, click Remove
Note: If you change the permission level to None, the user remains on the list, which allows you to
quickly reinstate permissions later. If the calendar, address book, or mail folder has Folder Visible
permissions assigned, the folder is still visible to the user when you suspend access.
Responding to an Outlook Sharing Invitation
Outlook has a feature that allows users to access a shared calendar directly from an e-mail sharing
invitation. Entourage does not support that function. Since a large number of Exchange clients use
Outlook, you may receive an e-mail sharing invitation. The email will direct you to a link for
instructions on how to view the shared calendar. Do not follow this link. Follow the instructions below
on how to ‘Open a Shared Calendar in Entourage’.
Beyond the Basics with Entourage 2008, last revised June 3, 2010
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Open a Shared Calendar in Entourage
Outlook has a feature that allows users toaccess a shared calendar
directly from an e-mailed sharing invitation. Entourage does not
have this function. Since many OU exchange clients use Outlook,
you may receive an e-mail invitation which will direct you to click a
link in the instructions on how to view the shared calendar. Do not
follow this link. The link takes you to a Microsoft support page,
which will tell you that you cannot open the calendar. Instead close
the email and follow the instructions below.
#2
Once you have been assigned at least Reviewer status on a user’s calendar, you may open this as shared
calendar. After you’ve opened someone else’s calendar, it will appear in a list in the Navigation Pane
1. From the File menu, choose Open Other User’s Folder.
2. Search for the user by clicking the Find User icon
then type the name into the search field at
the top and click Find.
,
3. Click on the name from the list below the
search field and click OK.
4. On the Type pop-up menu, select Calendar,
then click OK.
5. A folder with their name will appear in the navigation pane. Expand the folder by clicking the arrow
beside it and click on their calendar. There may be a slight delay before their meetings appear.
Note: To remove the calendar, highlight the calendar you would like to remove and choose
Remove Account from View from the Edit menu.
Access a Shared Mailbox in Entourage
1.
2.
3.
4.
5.
Under the Entourage menu, choose Account Settings...
Have one account, your personal Exchange account "set up normally"
Double click on that account
Click on the Delegate tab
Click the "Add" button below the lower box, "Users I am a delegate for," to specify each shared
inbox using its short-form e-mail address
Synchronize Entourage calendar with iCal
1. From the Entourage menu, choose Preferences.
2. Under General Preferences, click Sync Services.
3. Select the checkbox beside Synchronize events and
tasks with iCal and Mac and
4. Select your exchange calendar from pull-down menu.
5. Click OK.
6. Select Combine Information and click OK.
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More Information about Sharing and Delegation
You can share or delegate your Microsoft Exchange calendars, address books, and e-mail folders.
To use sharing and delegation, both you and the other user must have mailboxes on a server running
Exchange Server. In Entourage 2008, Web Services Edition, you cannot delegate Notes and Tasks to
others. A delegate can only view, send, and reply to meeting invitations and e-mail messages for the
mailbox user, and only with the appropriate permissions.
By using sharing, you can give another user access to your Microsoft Exchange calendars, address
books, or mail folders. The shared folder appears under a separate account in the other user's mail
folder list, and the person can read your events, contacts, or mail messages. If you give the user
permission, the person can also create, edit, and delete items in the shared folder.
By using delegation, your delegate will have permission to access another person's Exchange
calendar, address book, or mail folder. If granted the appropriate level of permission, a delegate can
also send and reply to invitations and messages for the other person. can view invitations and mail
messages that are sent to you. With your permission, the delegate can send and reply to invitations
and messages for you. Both your account name and your delegate's account name appear on the
invitation or message.
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.
When you share a folder, you can set permissions that define what each user sharing the folder can
do:
Permission level
Activities a sharing user can perform
Owner
Create, read, modify, and delete all calendars, address book, private and public folder,
and mail folder items. As an owner, a user can change the permission levels 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 you create.
Author
Create and read items, and modify and delete items 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.
None
Not perform any activity. The user remains on the permissions list but has no
permission and cannot open the folder.
When you add a delegate, you can give the delegate separate permission levels for calendar, inbox, and address books
Permission level
Activities a delegate can perform
Author
Read and create items, and modify and delete items he or she creates. For example, a delegate with
Author permissions can create meeting requests directly in the account owner's calendar and
respond to meeting requests on the account owner's behalf.
Editor
Do everything an author can do, plus modify & delete items that account owner created.
Reviewer
Read items only. For example, the delegate can read messages in account owner's inbox.
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Exchange (Calendar Specific) Sharing Permissions/Access Rights
See listed Exchange Permission Levels for Individuals & How each permission level affects the display
of a shared calendar and the Scheduling Assistant.
Exchange offers you the ability to give
others varying levels of access rights.
The following levels of rights are
available, and are explained in terms of
calendar rights:
Reviewer: The person can view events on
your calendar only. They can not make
changes to your calendar. This is the
permission level to select if you don't want
to grant any write or change permissions to
the other person. (This is similar to giving
someone Viewing Rights in Oracle
Calendar.)
Contributor: The person can ONLY add
events to your calendar, but they can't
view, modify, or delete any events on your
calendar. (Oracle Calendar did not provide
a similar access level to this.)
Nonediting Author: The person can create
events on your calendar and view your
calendar, but they can't modify any events
once they have been have placed on your
calendar, and they can't delete any of your
events. (Oracle Calendar did not provide a
similar access level to this.)
Author: The person can create events on
your calendar and view your calendar but
can not modify or delete any events that
you have placed on your calendar. This
person can modify or delete only the events
they created on your calendar. (Oracle
Calendar did not provide a similar access
level to this.)
Publishing Author: This level of access
provides the same permissions as Author
but also allows the person to create
subfolders. (Oracle Calendar did not
provide a similar access level to this.)
Editor: The person can create, view,
modify, and delete events on your calendar.
This level of access effectively gives the
person full read and write access to your
calendar. (This is similar to giving someone
Delegate rights in Oracle Calendar.)
Publishing Editor: This level of access
provides the same permissions as Editor
but also allows the person to create
subfolders. (This is similar to giving
someone Delegate rights in Oracle
Calendar.)
Beyond the Basics with Entourage 2008, last revised June 3, 2010
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Working in a Two Calendar Environment
For several months during migration scheduling calendar meetings could get a bit confusing. That's
because some people will begin using the new calendar (Exchange calendar: which is Outlook for
Windows users, or Entourage for Mac users) while others (who haven't yet been migrated) will continue
using the old calendar (Oracle Calendar).
Save an Oracle Calendar invitation in Entourage
You have been migrated to Entourage Calendar and you no longer are schedulable on Oracle Calendar.
This is the process you will follow in order to save Oracle Calendar invitations to your Entourage
Calendar.
1. Open the email containing
the Oracle invitation.
2. Click on the ‘event.ics’ file then
click on the ‘Save’ button.
#1
#2
3. Click the ‘Save’ button.
4. Save the file to the location of your choice.
Beyond the Basics with Entourage 2008, last revised June 3, 2010
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Save an Oracle Calendar invitation in Entourage (cont.)
#6
5. Hold down ‘Control’ key plus click on the saved file icon
6. Scroll down to ‘Open With’
7. Click on ‘Microsoft Entourage’.
8. The meeting invitation window opens. The meeting is now on your Entourage Calendar for the
appropriate date and time.
Create meeting in Entourage Calendar & Invite Oracle Calendar users
If you schedule with people who are still on Oracle Calendar, you should share the instructions for
working in a two calendar environment - http://www.ohio.edu/technology/exchange/two_cal.shtml.
Oracle Calendar users will no longer be able to see your Exchange/Entourage calendar availability after
you have been migrated to Exchange. However, Exchange users can view Oracle calendar user's
available times by checking Oracle calendar.
When you create a meeting in Entourage everyone you invite will receive an email invitation. They may
add the invitation to their calendar in several ways.
They may add the meeting manually.
On a windows computer they may drag the .ics file from the exchange invitation email onto the
Oracle Calendar.
On a Mac they may follow the instructions on page 9 & 10 and ‘open with>Oracle Calendar’.
Please have them refer to the instructions linked above for ‘Working in a Two Calendar
Environment’.
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How Exchange Works with Various Email and Calendaring Clients
When moving to Exchange some features for email and calendaring will only be available in certain
programs. The table below can help you decide which program(s) are right for you, based on what you
need to be able to do.
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