In this article we look at a scenario where you can delegate access to your Outlook account to another user.
Do you wish that you had a personal assistant, who could take up your work emails in your absence and you can relax on a vacation free of hassles related to work? Well, thanks to the Delegating Access feature in Outlook, it is now possible to assign your emails to another user. As obvious from the name itself, this feature helps you to delegate someone in your place to answer emails and appointment requests and other things via Outlook.
By Delegating Access in Outlook you can have a colleague manage all your incoming emails and appointment requests. In other words, through this feature, MS Outlook gives you the power to allow any person in office, referred to as the delegate, to not only receive your email messages, responses and other requests but also to respond and reply to them in an apt way in your absence. With Delegating Access, you are able to grant permissions to your delegate to create, read and even reply over certain predefined items in MS Exchange Server linked Mailbox.
It is important to note that you can assign Delegate Permission Levels in three ways including, Reviewer, Author and Editor. With the Reviewer Permission, your delegate can only read the items inside the manager’s folder. While, with the Author Permission, the delegate can not only read but also create and even delete items created by self on the manager’s behalf. Lastly, with the Editor Permission, the delegate can is allowed to do anything and everything as an author to the items created by the manager.
Now, comes the turn to explain how to actually turn on the feature of Delegate Access in Outlook. You first need to go to the File Tab and choose the Account Settings and click on the option of Delegate Access. After this, click on Add and mention the name of the person, whom you wish to make the Delegate in your absence. Finally click on Ok. Under the Delegate Permissions Dialog Box, you are free to either accept the default settings for permission or even customize the access levels.
The best thing worth mentioning about Delegating Access Feature is that you can even assign multiple delegates to manage your Outlook work in your absence. However, bear in mind that only a person from the Exchange Global Address List of your organization is allowed to become a Delegate for access in your absence. Moreover, you are also allowed to keep private items out of the reach of the delegate by going to the File Tab and choosing the Delegate Access under the Account Settings Option and selecting the Permissions Option. There you just need not tick the check box under the option of Delegate Can See My Private Items and keep your privacy intact for certain items.
Without an Exchange Server running in background, emails in Ms Outlook can be susceptible to PST crashes
If you are using Outlook in your home without an Exchange server then the emails stored in your local PST files are likely to be the only copies that you may have. In offices, emails get regularly backed up while the same is not true for most home users. So to avoid a data loss situation arising out of a PST crash, invest in an Outlook recovery tool like the powerful DataNumen Outlook Repair application. Not only can it bring back all your precious emails, it can also be used to manage the size of your Inbox or be utilized as an e-discovery tool.
Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit https://www.datanumen.com/