The U of S Email and Calendar service provides several ways that you can share access to your mailbox or calendar:

• sharing / using permissions

• delegate access

• designating 'send-as' permission

You can request that another user be given 'send-as' permission for your mailbox. Using this method, the other user can send messages from your mailbox as if you had sent them. This is a powerful and potentially dangerous form of delegation and should be used only for individuals in whom you have a high level of trust. For example, with the send-as permission, your admin assistant could send an email from your mailbox telling someone that they're fired and there would be no way to tell whether you or your send-as delegate had sent the message.

In This Section

• Sharing a Calendar or Folder
• Adding or Removing a Delegate
• Accessing a Shared or Delegated Folder or Mailbox
• Requesting 'send-as' permission

Sharing a Calendar or Folder

The U of S Email and Calendar Service allows Outlook and Outlook Web App users to share their Inbox, Contacts, and Calendar folders with other users.  It is also possible to grant another user permission to open your entire mailbox.

This Outlook Web App FAQ provides information on how to share a calendar from Outlook Web App.

Microsoft also has an article that describes several ways to share your calendar and an article that describes how to share your contacts.

To share your Inbox, follow these steps in Outlook:

• right-click the Inbox folder and select 'Properties'
• in the dialog box that opens, select the 'Permissions' tab
• click the 'Add...' button to select the individual or group that you want to grant permissions to
• select an appropriate permission set from the 'Permission Level' drop down or set a custom set of permissions using the options below
• click 'OK' to save and apply the permission settings

To share your entire mailbox, you must send a request to help.desk@usask.ca from the user who wants to grant access specifying who should be granted full mailbox access. Alternately, you may want to consider adding the user as a delegate.

Adding or Removing a Delegate

Outlook for Windows or Macintosh also provide a way for you to specify one or more delegates who are able to act on your behalf. Delegates can send an email, book a meeting, or reply to a meeting invitation on your behalf. If a delegate sends an email on your behalf, the 'From' address will say 'Doe, John on behalf of Smith, Jane' where John Doe is the delegate for Jane Smith.

To add or remove a delegate in Outlook for Macintosh 2011, follow these steps:

• in the 'Tools' menu select 'Accounts...'
• in the 'Accounts' dialog, click on the 'Advanced...' button
• click on the 'Delegates tab
• in the top pane, you can use the + or - buttons to add or remove delegates
• in the bottom pane, you can see which users you are a delegate for

To add or remove a delegate in Outlook for Windows 2010, follow these steps:

• click on 'File' and go to the 'Info' tab
• on the 'Account Settings' drop-down, select 'Delegate Access'
• use the 'Add...' or 'Remove' buttons to add or remove delegates
• use the 'Permissions...' button to modify the access that the selected delegate has to your mailbox

Accessing a Shared or Delegated Folder or Mailbox

If someone has shared a Calendar or Contacts folder with you, you may have received an email with a link to open their shared calendar or contacts folder. You will be able to open this link from either Outlook Web App or from Outlook on Windows (Outlook on Macintosh doesn't yet support this feature).

Even if you haven't received an invitation email from a user, if they have granted permission for you to access their Inbox, Calendar, or Contacts, you can use 'File' 'Open' and 'Other User's Folder' to open their shared folder from Outlook (this works on both the Windows and Macintosh versions of Outlook).

In Outlook Web App, follow these steps to open another user's shared Calendar:

• go to the 'Calendar' window
• click on the 'Share' drop-down and select 'Add Calendar...'
• enter the NSID of the user who has shared their calendar with you in the 'Calendar from your organization' prompt
• click 'OK' to verify that this is the correct user
• click 'OK' again to add the calendar to your display

In Outlook Web App, follow these steps to open another user's shared Inbox:

• go to the 'Mail' window
• right-click on your name in the panel on the left of the window (right above your Inbox) to display a drop-down menu
• select 'Open Other User's Inbox'
• enter the NSID of the user who has shared their Inbox with you
• click 'OK' to verify that this is the correct user
• click 'OK' again to add their Inbox to your display

In Outlook Web App, follow these steps to open another user's entire mailbox:

• click on your name in the upper right hand corner of the Outlook Web App window to display the 'Open Other Mailbox' dialog
• enter the name of the user who has shared or delegated you access and click 'Open...'

Alternatively, with Outlook Web App you can type in the following URL to open another user's Inbox (provided they have shared it with you):

https://campus.usask.ca/owa/nsid@campus.usask.ca/?cmd=contents&module=Inbox

where 'nsid' is replaced with the NSID of the user whose Inbox you are attempting to access. The same method will work for Calendar or Contacts if you replace 'Inbox' with 'Calendar' or with 'Contacts'.

Requesting 'send-as' permission

The 'send-as' permission grants another user the ability to send messages from your mailbox as if you had sent them. This is a powerful and potentially dangerous form of delegation and should be used only for individuals in whom you have a high level of trust. For example, with the send-as permission, your admin assistant could send an email from your mailbox telling someone that they're fired and there would be no way to tell whether you or your send-as delegate had sent the message.

If you are an employee and wish to grant another employee 'send-as' permission to your mailbox, send a request to help.desk@usask.ca from your account specifying the user to which you wish to grant this access. An ICT employee will contact you to confirm the request before granting this permission. Alternately, you can send a signed memo to the ICT Help Desk with your request.