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Email FAQs for Mac OS

Managing Personal Mailboxes using Mac OS

Allow someone else to manage your personal mailbox

You can delegate access to your inbox, or any of the folder beneath it, to other individuals within the organisation.  This option allows the individual to whom you have delegated access to read and reply to your messages, or only to read your messages.  When they reply to messages “sent on behalf of” will appear beside your name on the message.

1. Select the Tools drop-down menu and then click Accounts.

Tools - accounts menu

2. Select the account you want to add a delegate for and click Advanced...

 Accounts screen shot

3. Switch to the delegates tab and click the first +.

Delegate tab window

4.  Select the user you wish to add as delegate from the Global Address List and click OK.

Select user from the address book

5.  In the Delegate Permissions box set the permissions for the user you have selected

Access permissions screen

How to open someone's personal mailbox

Pre-requisites:   Your colleague must have allowed you access to manage their mailbox (see link1) or you must have access rights to the shared mailbox (see link2)

1. Select the Tools drop-down menu and then click Accounts.

Tools - accounts menu

2. Select the account you want to open and click Advanced...

Accounts screen shot

3. Switch to the delegates tab and click the first + below People I am a delegate for.

 Displays mailboxes that you can open

4.  Select the user whose mailbox you wish to open from the Global Address List and click OK. 

Select user from the address book

5. Choose File > Open > Other user's folder...

6.  File the user in the Global address list and click on ok

Displays the global address search window

7. The User's Inbox will be displayed on the left panel of the client

Share folders migrated from GroupWise

We recommend that you move these folders to beneath your inbox.  This is in keeping with the configuration of Outlook.  Alternatively you can configure sharing individually for each folder.

Share your personal calendar

By sharing your personal calendar you allow other individuals within the organisation to view only the free/busy information in your calendar.  Those individuals cannot edit the information in a calendar that has been shared with them.

To share your calendar using Outlook 2011:

1. Select the Tools drop-down menu and then click Accounts.

Tools - accounts menu

2. Select the account you want to share your calendar with and click Advanced...

Accounts screen shot

3. Switch to the delegates tab and click the first +.

Delegate tab window

4.  Select the user you wish to share your calendar with from the Global Address List and click OK.

5.  In the Delegate Permissions box set the permissions as shown for the user you have selected.  This will allow them to read only your calendar entries.

Displays calendar permissions summary in Outlook 2011

6.  Click on ok.  The person you shared your calendar with will receive a summary of permissions as shown below:

A summary of calendar permissions granted

7.  Ask them to open the calendar using the instructions in How to Open Someone's Personal Mailbox



Managing Shared Mailboxes

How to share the Inbox of a Shared Mailbox that you own

If you are owner of a shared mailbox you can grant other people access to the Inbox.  Depending on the level of rights you grant them, those with access to the Inbox mailbox can read, reply to and manage the folders and items within that mailbox and manage the calendar.

All shared mailboxes should be managed using Outlook Web Access

 Step 1 - Grant access to the shared Mailbox

1. Login as yourself and open the shared mailbox 

2. Right click on the inbox and choose Permissions 

Inbox options

3. The following box is displayed:

permissions dialogue box

 

4. Click on + type the name of the person you wish to add

dialogue box to add name of person to whom you wish grant access

5.  Click on Add

6.  Choose Permission level from the drop down

Permission level dialogue box

7.  Click on ok to save this change. 

How to share the calendar of a shared mailbox you own

By sharing the calendar of a shared mailbox you allow other individuals within the organisation to view only the free/busy information in the calendar.  Those individuals cannot edit the information in the calendar.

All Shared Mailboxes should be managed using Outlook Web Access (webmail)

 

1.  Login to webmail with your personal mailbox and open the shared mailbox whose calendar you wish to share

Displays office 365 tool bar with calendar highlighted

2.  Click on the Share button to the top right of the window

Displays the share button on outlook web access

3. Enter the details of the person you wish to share the calendar with in the To field and click on send

Displays the message sent when sharing a calendar

4.  The person you have shared the calendar with will receive the following message:

Displays a copy of the message the recipient receives

5. They should then click on +ADD CALENDAR to add the calendar to their own mailbox.

They also have the option to share their calendar back, however this is not recommended for use with a shared mailbox.

How to open a shared Mailbox you own

All shared mailboxes should be managed using Outlook Web Access

 

1.  Click on your display name on and choose Open Another Mailbox...

Open another mailbox button is displayed

2.  Type the name of the shared mailbox you wish to open e.g. ProxyTest

Find the name of the shared mailbox

3. Select the name and click on Open

Mailbox name is displayed

4.  The mailbox will open in a new browser tab.

How to start managing a shared mailbox

To manage a shared mailbox you need to be granted rights to read email in all folders, create folders, create rules, send email, update the calendar and share the inbox and calendar with others.

Someone who currently manages the shared mailbox should request that you are granted these rights by contacting UoD IT Help4u stating the following information:

- Name of the shared mailbox

- Name and email address of additional owner

We recommend that Shared mailboxes have multiple owners to cover possible absences.

Using Online Calendars

How to publish a calendar to the internet

Login to webmail

If the calendar you wish to share is a shared mailbox, open that mailbox in the usual way

Publish calendar step 1

Click on the Calendar menu item

Publish calendar step 2

Right click on calendar and choose permissions

Publish calendar step 3

Below OUTSIDE ORGANISATION

Publish calendar step 4

Choose between “limited details” and “full details

Publish calendar step 5

click on Save

How to open a published calendar

Login to webmail

Click on calendar in the menu bar

Right click on OTHER CALENDARS and choose open calendar

Open calendar step 1

In From directory, type the name of the calendar, or partial name and search

Open calendar step 2

Click on the calendar name

Open calendar step 3

Click on open

Open calendar step 4

The calendar will be overlaid onto your own calendar

How to open a shared mailbox you have been granted access to

All shared mailboxes should be managed using Outlook Web Access

 

The person you granted access to should now take the following steps to open the folders you have shared with them.

1. Login to webmail and right click on your Inbox, choose Add Shared Folder

Permissions menu

2. Type the name of the shared mailbox you wish to open and click on Add

Name of mailbox you wish to open

3. The folders will be displayed on the left panel of your mailbox.

folders displayed on the left panel

 

 

 

 

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