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With deputy rights you allow another person temporary access to one or more of your standard Outlook folders (calendar, tasks, inbox, etc.). You can specify whether the deputy should have read-only or edit-only access.
If you want to give colleagues permanent access to your entire inbox, please send us an email from your UWH inbox(!) to BIT-Support@uni-wh.de and let us know which access rights (read/write, read only, calendar only, etc.) you want to have set up for whom. We will then enter these access rights using our administration tools, as this is quite tedious with Outlook, especially for mailboxes with many subfolders. The authorized person can then mount your mailbox in Outlook or Outlook Web Access as described here.
- From the menu, select "File" -> "Account Settings" -> "Substitute Access Rights".
- By clicking on "Add" you get a dialogue in which you can select the person who is to represent you from the global address book. (Alternatively, you can also change the permissions for an already existing deputy by selecting the person and clicking on "Permissions" or delete deputies).
- The "Substitute's permissions" dialogue box opens. Here you can enter for the different modules of Outlook which permissions your deputy should receive: no permission, only read, read and add new entries or full permissions, i.e. additionally also the right to change existing entries.
Important: If you set all permissions to "None", the person entered as deputy still retains the right to send mails on their behalf! This right is the deputy's basic right, so to speak. If you also want to remove this right, then delete the deputy completely from the list!
- The option "Receives copies of meeting messages sent to me" is activated by default so that your deputy receives information about your meetings in his/her own inbox.
- You should set the authorisation for the inbox to at least level 1 (read only) so that her deputy has access to her new mails.
- It is advisable to activate the option "Automatically send summary of permissions to deputy" so that your deputy is also immediately informed about the permissions granted to her.
- After completing the dialogue for setting the permissions, you have the option of adding further deputies. You can define the permissions for each deputy separately.
- After closing the dialogue with "OK", the entered deputy rights are activated and the authorised user receives a mail informing him/her of his/her deputy rights.
First click on the "File" tab and then on the "Open" tab on "Folder of another user".