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10 Minute Guide to Microsoft Exchange 5.0
- Lesson 21 -
Delegating Mail Functions
In this lesson, you learn how to delegate mailbox functions so that you can
arrange to have someone else take care of some or all of your e-mail. In addition,
you learn how you can take care of another user's mail.
Understanding Delegation
In Exchange, delegation is the act of permitting someone to represent you.
In Microsoft Exchange Client, you can arrange to have a delegate do one or all of
the following things:
- Open your mailbox and view the contents. You can make arrangements to be notified
about those messages that are important and then decide whether the delegate should
respond to them.
- Send mail on your behalf. Messages sent from your mailbox by the delegate have
the delegate's name along with the words "on behalf of" followed by your
name in the From field of the message.
- Send mail in your name. Messages sent from your mailbox by the delegate have
your name as the sender. The receiver has no reason to think the mail is not from
you.
To delegate responsibilities, you have to perform two separate operations: You
must give the delegate access to your mailbox; then you must specifically configure
your mailbox to permit the delegate to send mail on your behalf. If you also want
the delegate to send mail in your name, you must have an administrator make configuration
changes to your mailbox at the server; you cannot provide that right yourself.
Providing Access to Your Mailbox
To have a delegate access your mailbox (or specific folders in your mailbox) you
must configure your mailbox for the necessary permissions. To accomplish this, follow
these steps:
- 1. In the Folder pane of your Microsoft Exchange Client window, select
your mailbox. If you are giving permission for a specific folder only, such as the
Inbox, select the folder.
2. Right-click the mailbox and choose Properties from the shortcut menu to bring
up the Mailbox Properties dialog box.
3. Click the Permissions tab to see the options shown in Figure 21.1.
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Figure 21.1 Use the Permissions tab to give specific rights to your
mailbox to other users.
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- 4. Click Add to see the Global Address List, and then double-click the
delegate's name. (You can name more than one delegate.) Click OK when you finish
adding names. The delegate's name appears on the Permissions tab.
5. Select (highlight) the delegate's name. Then click the Roles drop-down arrow,
select a role, and click OK.
Handling Confidential Mail
If you're used to having an assistant or secretary open all your mail and you
want to extend this duty to e-mail, you can, but note that there's no way to exclude
confidential or personal items that you receive at that e-mail address. The only
way to get around this is to have the administrator create a second mailbox, a hidden
mailbox, for you. Then you can give out that address to people who need to send
you confidential or personal mail.
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Hidden Mailbox Microsoft Exchange Server enables an administrator to hide
a mailbox so that it isn't displayed on any address lists. However, if a sender types
in the mailbox name when he's filling out the To section of a message, the message
will get to the mailbox. To use this feature, you have to give the hidden mailbox
name to anyone who needs to send you confidential mail, and then you must check that
mailbox yourself.
Accessing Another User’s Mailbox
If you have permission to access another user's mailbox, you have to take these
few steps:
- 1. Choose Tools, Services to display the list of services installed in
your profile.
2. Select Microsoft Exchange Server and choose Properties.
3. Click the Advanced tab to move to that page (shown in Figure 21.2).
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Figure 21.2 You can add the capability to open additional mailboxes
if you've been given the permissions.
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- 4. Choose Add to add another item to the Open These Additional Mailboxes
list.
5. Enter the name of the additional mailbox you've been given permission to access.
6. Click OK. Then click OK two more times to close the dialog box. Your folder
list now displays the additional mailbox along with your own mailbox (see Figure
21.3).
You can manipulate the new mailbox the same way you handle your own mailbox.

Figure 21.3 The Folder pane shows all the mailboxes to which you have
access.
Delegating the Send Mail Function
When you let a delegate send mail on your behalf, the From field of all messages
sent by this delegate contains the words "Sent on behalf of" followed by
your name, along with the delegate's name.
To authorize a user to send mail on your behalf, follow these steps:
- 1. Choose Tools, Options.
2. Click the Exchange Server tab of the Options dialog box (see Figure 21.4).
3. Place the delegate's name in the Give Send on Behalf Of Permission To box
by choosing Add, selecting a name from the address list that appears, and double-clicking
the selected name.
4. (Optional) Repeat step 3 to add additional delegates.
5. When you finish selecting delegates, click OK. Then click OK again to close
the dialog box.

Figure 21.4 Choose the delegate that you want to send mail throughout
the system on your behalf.
Sending Mail as a Delegate
After all the permissions are set, your delegate can begin sending mail on your
behalf (or in your name if the administrator has configured this option for you).
If you are the delegate, you can send mail on another user's behalf from your own
mailbox. It's just like sending a message from yourself to another user, except you
have to change the name in the From field. To send mail on another user's behalf,
follow these steps:
- 1. Click the New Message button to open a new message form. By default,
this form does not display a From box in the header, so you have to remedy that.
2. Choose View, From Box to insert a From box in the message window.
3. Move your pointer to the From box and either type in the other user's name
or click From and select the name from the Global Address list that appears. You
do not have to add anything else; Microsoft Exchange Server takes care of adding
the information that this message is written on behalf of the other user.
4. Fill in the rest of the message header, placing the recipi-ent's name in the
To box, entering additional recipients in the Cc box, and filling in the Subject
box.
5. Move to the text box and enter the message.
6. Click the Send button to send the message.
If you do not have the proper permissions to fill in the From box with another
user's name, Microsoft Exchange Server will issue an error message and refuse to
send the message. Of course, if the administrator has established delegation rights
for sending mail in the name of the user, the recipient will not be able to tell
that the delegate composed and sent the message. The From box merely gives the user's
name.
In this lesson, you learned how to give permissions for others to access your
mailbox and how to send mail on behalf of others. In the next lesson, you'll learn
how to use the Inbox Assistant to automate some of the tasks you perform when you
receive mail.
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