If your manager has granted you delegate access, you have the ability to act “on behalf of” him or her. Depending on exactly how much access they’ve given you, you may be able to respond to meeting requests, send out meeting invitations, and handle their email messages.
Respond to meeting requests on behalf of your manager
If your manager has giving you Delegate Access to their calendar, he or she can also choose to have you receive copies of emails inviting them to meetings, and messages responding to meeting invitations created by your manager (or by you on their behalf).
You can respond to these messages in exactly the same way you would respond to an invitation sent to you.
Create meeting requests on behalf of your manager
If your manager has given you Delegate Access to their calendar, you can send out meeting requests on their behalf. This is just like creating a meeting request coming from you with one critically important difference. You must be viewing your manager’s calendar in order for the meeting request to appear to come from them rather than you. (How do I view my manager’s calendar ?)
If you have more than one calendar open (many people leave both their own calendar and their manager’s calendar open), click anywhere in your manager’s calendar before creating the meeting request.
Notice that in the Scheduling Assistant, your name will not appear. Instead, your manager’s name is included. Which is what you want. So that’s good.
Create an email message on behalf your manager
If your manager has giving you Delegate Access to their Inbox with Author or Editor permission, you can send, receive, and reply to email messages on their behalf. This is just like working with your own email messages with two critically important differences.
- To view or respond to their messages, you must be viewing their Inbox or other folder, not your own. (How do I view my manager’s folders ?)
- While composing the message, you must set the From field to their name rather than yours. You’ll see that the From button has a drop-down arrow. Select Other E-mail Address. then click the From button in the small dialog box to find the address in the Global Address Book.The From field will then display their name, but the person receiving the message will see “Joe Assistant on behalf of Ms. Manager” in the From field (with real names, of course).
When you reply to a message on their behalf, the From field is automatically set.
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 only.
In order to save copies of these outgoing items where the manager can see them, the manager must grant the delegate access to his or her Sent Items folder by following these steps:
- In the Mail section of the Navigation Pane. right-click the Sent Items folder.
- Click Properties .
- On the Sent Items Properties dialog box, on the Permissions tab, click the name of the delegate.
- Under Permissions. in the Permission Level list, select Contributor .
- In the section labeled Other (near the bottom right), put a checkmark next to Folder visible .
- Click OK .
The next time the delegate starts Outlook, the manager’s Sent Items folder will be visible.
The delegate can then put outgoing items in the manager’s Sent Items folder one of two ways.
- One way is to manually copy sent messages from the delegate’s folder to the manager’s folder. The easiest way is to drag-and-drop the messages.
- Another way involves changing an option while you are composing an outgoing email message or meeting invitation. You can tell Outlook where to store the saved copy for this particular message.
- With the message or invitation open, on the Options ribbon, in the More Options section, click Save Sent Item to. then select Other Folder .
- In the Select Folder dialog box that opens, select the manager’s Sent Items folder, then click OK .
This method changes the location for the current message only . The new location does not become the new default location, so you’ll need to do this with every message.