The Access & Delegation preferences are divided into three tabbed pages: Access to Your Mail and Calendar, Access to Your Schedule, and Shortcuts to Others' Mail. On these pages, you determine who can access your mail (see Figure 8.3), who can access your free time, who can see your calendar entries, who can create calendar entries in your calendar, and so forth. If you make no changes and accept the program defaults, no one can access your mail, everyone has access to your free time (but they can't see the details or names of entries in your calendar), and you have no shortcuts to access the mail databases of other people.
Figure 8.3. By the default setting, no one but you has access to your mail. When you add someone to the access list, you'll have the opportunity to designate their level of access.
To set Access and Delegation preferences, follow these steps (if the Preferences box is open, skip to step 3):
Open your mail database.
Click the Tools button on the Action bar and choose Preferences.
Click the Access & Delegation tab (see Figure 8.3). On the Access to Your Mail & Calendar page, click Add Person or Group and select the person or group you want to permit access to your mail or calendar entries under step 1 (see Figure 8.4).
Figure 8.4. When you give access to your mail to others, they can see everything in your mail database that is not marked Private.
In step 2, choose how much of your mail file you want to grant access to. See Table 8.1 for an explanation of access levels.
In step 3, choose the level of access you want to give for your mail, calendar, and To Do items. See Table 8.1 for a detailed explanation of level of access. The choices in the drop-down section of step 3 change according to the choices you made in step 2.
Table 8.1. Select the Level of Access to Your Mail and Calendar
If in #2, You Chose. . .
Select This Option
For This Level of Access
All Mail, Calendar and To Do
Read any document
Allows the person or group you designate to read your email (but not encrypted mail), calendar entries (but not details of entries marked private), and To Do items (but not those you mark private).
Read and create any document, send mail on your behalf
The same as the preceding selection, but they can also send mail from your database. When they send mail from your database, the mail is identified to the recipients as a memo created by the delegate, and sent on your behalf (By Jane Kirkland on behalf of Dorothy Burke).
Read, edit, and create any document, send mail on your behalf
Same as previous, but also allows the delegate to edit your mail.
Read, edit, create, and delete any document, send mail on your behalf
Same as previous but also allows the delegate to delete any document in your mail database.
Read and create any document, delete any document they created
Restricts the delegate to deleting only those documents they created in your database.
Only Calendar and To Do
Read any Calendar Entry or To Do
Allows delegate to read your Calendar and To Do items, but not your email and calendar items you marked as private.
Read, create, edit, and delete any Calendar Entry or To Do
Same as previous but also allows delegate to edit and delete Calendar and To Do items.
No options offered
In step 4, if you want Notes to automatically forward notices to the person listed in step 1, choose either Forward Notices Where You Are the Invitee (when you receive meeting invitations they will automatically be forwarded to the person listed in step 1), or Forward Notices Where You Are the Chair of the Meeting (when you receive calendar notices where you are the Chairperson, they will be automatically forwarded to the person listed in step 1).
Allowing others to see your schedule information is different than allowing them to see your calendar entries. By default, when others are scheduling a meeting and they check your availability, they can see if your time is free or not free. There are two sections to the Access to Your Schedule page: First, Who Is Allowed to See Your Schedule Information (When You Are Busy or Available) is where you give access to individuals or groups to your scheduling information. The default is Everyone May See Your Schedule Information. To make changes to the default, choose No One May See Your Schedule Information or select an individual or group who may see your schedule information. The second section is What Schedule Information They May See and the default here is Only Information About When You Are Busy or Available. You can choose Detailed Information About Your Calendar Entries if you want everyone to see appointments on your calendar when they are looking for your available time, or choose Only Information About When You Are Busy or Available, Except the Following People May See Detailed Information and in the drop-down menu, select the people that you want to see your calendar entries.
You do not have to give out your password for others to access your mail or calendar information if you grant them access through the Preferences dialog box. Never give out your password. When you give people access to your mail database, they can't read encrypted mail sent to you, and you can't read encrypted messages they create on your behalf unless your User ID contains the encryption key used to encrypt the messages. Consult with your Administrator if you need to read each other's encrypted mail or if your designee needs to send encrypted mail on your behalf.