Delegation of nonstandard folders in Outlook XP & 2003

Delegation of nonstandard folders in Outlook XP & 2003

Post by Mark Jerom » Wed, 19 Nov 2003 05:15:02


We have a problem we just can't seem to work around.

We have exchange server 2000 and clients running either Outlook XP or
Outlook 2003.

We have attorneys that delegate aspects of their Exchange email databases to
their Assistants.

The method Outlook uses for delegation compared to Lotus Notes is beyond
horrid. But we've made the migration so I won't spend time ranting about
this.

Bottom line. Outlook has the basic delegation tab where the attorney can
set access to the basic folders: Inbox, Calendar, Taks, Jorunal, Notes.
That works fine, beyond that fact the poor AA has to open each of these
folders separately instead of just opening the person and getting to all
the delegated folders in one view (Like Notes does).

The problem is sometimes the assistants need to go find something in that
attorneys SENT ITEMS folder OR the attorneys take their Inbo mail and put
them into custom folders. They typicallhave one root suctom folder callled
MyFolders and then have subfolders from this.
We can not figure out how to get the assitants to be able to open those
folders from thier outlook.

Outlook profivies feature called shared folers where you can click on that
folder and share it and pick the assistant and all that BUT from the
assitants Outlook MS seems to provide no way to access it. THese are all
Exchanged based DB's so they server based. But when we try to open another
users folder it only gives as a drop down of the basic (what MS thinks
people want). Well we just want to say open attorneyname then type in the
custom folder that the assistant has been given access to. However that
doesn't work.

Has anyone figured out how to do this???
 
 
 

Delegation of nonstandard folders in Outlook XP & 2003

Post by Lanwench [ » Wed, 19 Nov 2003 07:05:16

Replied in another group - if you need to post to multiple groups, it's best
to do so all at once in a single message (separate the NG names with commas)
so that everyone can follow the thread. Thanks :-)

See http://www.yqcomputer.com/

 
 
 

Delegation of nonstandard folders in Outlook XP & 2003

Post by Tony » Wed, 19 Nov 2003 21:36:10

Hi Mark

We've got exactly the same requirement here. I've been
looking for the "other" message , with the answer.

Did you get the issue resolved? If so, a solution would
be great.

Thanks

Tony
Outlook XP or
Exchange email databases to
Lotus Notes is beyond
time ranting about
the attorney can
Jorunal, Notes.
open each of these
and getting to all
something in that
Inbo mail and put
suctom folder callled
able to open those
you can click on that
BUT from the
it. THese are all
try to open another
(what MS thinks
attorneyname then type in the
to. However that
 
 
 

Delegation of nonstandard folders in Outlook XP & 2003

Post by Scott dowe » Fri, 21 Nov 2003 00:26:59

es there is an answer to this issue... it's just not
through Delegates. What you want done will need to be done
through Permissions. Let me give you the scenario and then
how to set it up.

Attorney = Has main default Exchange mail folders.
Attorney has a subfolder under Contact (Private Contacts)
and a subfolder under Mail (Client1). Attorney want the
Assistant to have access to the main Mail folder (INBOX)
and the Client1 subfolder, access to the main Contact BUT
NOT access to the Private Contacts. The Assistant would
like to open up their open normal Outlook and be able to
switch over the Attorney's stuff very quickly. In this
scenario, the Attourney must give the Assistant
permissions on 4 separate things: Mail Box (Outlook
Today), main Mail Folder (INBOX), mail subfolder Client1
and main Contact Folder. Also, the Assistant DOES NOT want
to have to keep opeing each item up in a new window.

But default, not one has access to your mail box
(including mail, calendar, contact, etc...) except you.
First you will have to give permission to the other person
to even see your private mail box. Then you can give them
permissions to each item you want them to have access to.

Here's how to do this...

** On the Attourney's machine **

1) Log on as the Attorney and Open Outlook
2) Turn on FOLDER VIEW if you do not have it already
turned on (VIEW - FOLDER LIST)
3) Right-click on OUTLOOK TODAY [MAILBOX FOR ATTOURNEY]
4) Choose PROPERTIES
5) Click on the PERMISSIONS tab
6) Click ADD
7) Find the Assistants name and click the ADD button
8) Click OK
9) Choose the Assistants name from the list and give them
REVIEWER permission
10) Click OK

Give permission to individual mailbox folders (INBOX,
Client1, Contact)

1) Right-click on INBOX
4) Choose PROPERTIES
5) Click on the PERMISSIONS tab
6) Click ADD
7) Find the Assistants name and click the ADD button
8) Click OK
9) Choose the Assistants name from the list and give them
the required permissions permission
10) Click OK
11) Repeat steps for each folder the Assistant will need
access. If the Assistant does not need access, DO NOT add
anything for that container. By default, other users
cannot access you mailbox stuff unless you give them
permissions. (In other words, in this scenario, do not do
this on the Private Contacts folder. The Attorney wants to
keep the Assistant out of there)



** On the Assistants machine **

1) Log on as the Assistant and Open Outlook
2) Turn on FOLDER VIEW if you do not have it already
turned on (VIEW - FOLDER LIST)
3) Turn OFF the OUTLOOK BAR (VIEW - OUTLOOK BAR)
*I recommend this as the easiest way to access the
Attorney's mail folders is
by opening the Attorney's mailbox along with your
own. The Folder List is where
the Assistant will see the other mailbox icon.
4) Click on TOOL - SERVICES
5) Click on EXCHANGE SERVER
6) Click PROPERTIES
7) Click on the ADVANCED tab
8) Click on ADD
9) Type in the Attorney's username
10) Click OK on each screen

If the Assistant looking into the Folder List, they will
see their own Private mailbox as well as the Attorney's
mailbox. If the Assistant clicks on the + (plus sign) next
tot eh Attorney's mailbox, they will only see the folders
that have been granted permissions on.

There you have it..

One screen to view everything - your private stuff as well
as the other persons stuff.
Attorne
 
 
 

Delegation of nonstandard folders in Outlook XP & 2003

Post by Mark Jerom » Fri, 21 Nov 2003 01:07:32

uch appreaciated. Actually we figured this out on our own from the time
I posted to when I read your respond but it is very nice to have this
written in conrete terms.

However do have a question about this method. Obvious we like this much
better and have implemented it for several Assistants, who are very happy
now.

The final problem or big inconvenience we are seeing is this.

That custom foler I talked about where the attornies organizes all there
case work emails. In actuality they can have numerous subfolders to this one
main MYFOLDER. The problem we encountered was when we gave the Assist
permisions to access and read this folder it is really a stupid
implementation. There is no option to say to apply this to any subfolder. SO
giving them top level access does not provide any access to any subfolder.
SO the attorney then has to go to each subfolder below this MYFOLDER and
give access to each and every one. This is mindboggling and very time
consuming (some have 50 or more subfolders). Also when Attornies add new
subfolders to this they then have to remember to set the perimmisions every
time.

Is there something I am missing on this???




"Scott dowell" < XXXX@XXXXX.COM > wrote in message
news:0c4501c3aeb1$92d8ec00$ XXXX@XXXXX.COM ...


 
 
 

Delegation of nonstandard folders in Outlook XP & 2003

Post by Lanwench [ » Sat, 22 Nov 2003 09:53:36

f the attorney really trusts the assistant, you can grant the assistant
full rights to the whole mailbox in ADUC. They'll see everything, and can
also "send as" the attorney, note.....otherwise, maybe they don't need to
create so many subfolders!

Mark Jerome wrote: