Outlook - Mailbox Delegation Setup Tutorial

Learn how to delegate email inbox management in Outlook by setting appropriate permissions. Start by clicking your inbox, selecting sharing and permissions, and adding the person you want to grant access to. Then, assign a permission level from a range of roles. You can manually customize access and remove access as well, giving you complete control over the permissions granted. Now, gain flexibility in managing your emails with this delegation setup tutorial!

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Available in Microsoft365

Objectifs :

This tutorial aims to teach users how to delegate email inbox management in Outlook by setting appropriate permissions for another person, enhancing email management flexibility.

Chapitres :

Introduction to Delegating Inbox Management
In this tutorial, we will demonstrate how to delegate email inbox management to another person in Outlook. This process involves setting appropriate permissions, allowing for efficient email management.
Accessing Sharing and Permissions
To start, click on your inbox located in the left panel. From the drop-down menu, select 'Sharing and Permissions'. This action opens a window where you can view who already has access to your inbox.
Adding a New User
To add someone new, click the plus icon in the top left corner of the window. In the 'Add Permissions' dialogue, enter the name or email address of the person you wish to grant access to. Outlook will suggest contacts; select the appropriate person and click 'Add'.
Assigning Permission Levels
Once the person is added, you need to assign a permission level using the drop-down menu. The available roles include: - **Owner**: Can create, read, modify, and delete all items in the folder and manage other users' access. - **Publishing Editor**: Can create, read, modify, delete items, and create subfolders. - **Editor**: Can create, read, modify, and delete items. - **Publishing Author**: Can create and read items, create subfolders, and modify or delete created items. - **Author**: Can create, read, modify, and delete items they created. - **Non-editing Author**: Can create and read items and delete items they created. - **Reviewer**: Can read items only. - **Contributor**: Can create items but cannot read or modify them. - **None**: No access.
Customizing Access
You can manually customize access by checking specific options for reading, writing, or deleting, giving you complete control over the permissions granted.
Removing Access
To remove access, select the person's name from the permissions list and click the trash icon in the top left corner to revoke their access.
Conclusion
You now know how to delegate and manage access to your inbox in Outlook. This knowledge provides you with the flexibility needed to manage your emails effectively.

FAQ :

How do I delegate my email inbox management in Outlook?

To delegate your email inbox management in Outlook, click on your inbox, select 'Sharing and Permissions', then add the person you want to delegate to by entering their name or email address. Assign them a permission level from the dropdown menu.

What are the different permission levels I can assign in Outlook?

The different permission levels you can assign in Outlook include Owner, Publishing Editor, Editor, Publishing Author, Author, Non-editing Author, Reviewer, Contributor, and None. Each level has specific capabilities regarding creating, reading, modifying, and deleting items.

Can I customize the permissions I grant to someone?

Yes, you can manually customize access by checking specific options for reading, writing, or deleting, giving you complete control over the permissions granted.

How can I remove someone's access to my inbox?

To remove someone's access to your inbox, select their name from the permissions list and click the trash icon to revoke their access.

What happens if I assign 'None' as a permission level?

Assigning 'None' as a permission level means that the user will have no access to your inbox.

Quelques cas d'usages :

Team Collaboration

In a team environment, delegating email inbox management allows team members to share responsibilities, ensuring that emails are addressed promptly and efficiently. For example, a project manager can delegate inbox management to an assistant to streamline communication.

Administrative Support

Administrative professionals can manage their executives' inboxes by delegating access, allowing them to filter important emails and respond on behalf of their executives, thus improving workflow and reducing response times.

Customer Support

In customer support roles, delegating inbox management can help distribute customer inquiries among team members, ensuring that all requests are handled quickly and effectively, enhancing customer satisfaction.

Project Management

Project managers can delegate inbox access to team members responsible for specific tasks, allowing them to manage communications related to their projects without overwhelming the project manager with emails.

Training and Onboarding

During the onboarding process, new employees can be granted temporary access to their supervisor's inbox to learn about ongoing projects and communications, facilitating a smoother transition into their roles.

Glossaire :

Delegate

To assign responsibility for managing tasks or access to another person.

Email Inbox Management

The process of organizing, prioritizing, and responding to emails in an email account.

Permissions

Settings that determine what actions a user can perform on a shared resource, such as an email inbox.

Owner

A permission level that allows a user to create, read, modify, delete all items in a folder, and manage other users' access.

Publishing Editor

A permission level that allows a user to create, read, modify, delete items, and create subfolders.

Editor

A permission level that allows a user to create, read, modify, and delete items.

Publishing Author

A permission level that allows a user to create and read items, create subfolders, and modify or delete items they created.

Author

A permission level that allows a user to create, read, modify, and delete items they created.

Non-editing Author

A permission level that allows a user to create and read items but only delete items they created.

Reviewer

A permission level that allows a user to read items only.

Contributor

A permission level that allows a user to create items but not read or modify them.

None

Indicates no access to the shared resource.

00:00:05

we'll demonstrate how to delegate email inbox management

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to another person in outlook by setting appropriate permissions

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to start right.

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Click your inbox on the left panel from the drop down menu,

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select sharing and permissions

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in this window. You can see who already has access to your inbox

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to add someone new, click the plus icon in the top left corner

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in the add permissions, dialogue,

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enter the name or email address of the person you want to grant access to

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outlook will suggest contacts, select the appropriate person

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and click add

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once added, assign a permission level using the drop down menu,

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selecting from the following roles,

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owner can create read,

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modify and delete all items in the folder and manage other users.

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Access.

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Publishing editor can create read, modify, delete items and create sub folders.

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Editor can create read, modify and delete items.

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Publishing author can create and read items, create sub folders and modify,

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delete created items.

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Author can create read and modify, delete items. They created

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non editing author can create and read items and delete items. They created

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reviewer can read items.

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Only contributor can create items but cannot read or modify them.

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None. No access.

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You can manually customize access by checking specific options for reading,

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writing or deleting, giving you complete control over the permissions granted

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to remove access, select the person's name from the permissions list

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and click the trash icon in the top left to revoke their access.

00:01:52

Here we are, you now know how to delegate and manage access to your inbox in outlook,

00:01:56

giving you flexibility in managing your emails.

Mandarine AI: WHAT YOU SHOULD KNOW

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