Substitute / Assign access

If you would like to share your calendar, mail, contacts or tasks with a deputy in Outlook for Windows:

Please go to File in the menu bar and then to "Account settings" and "Access rights for deputy".

Now click on "Add".

Under Address book, select "Global address list" and search for the desired name (surname first)
Select this and click on "Add" and then on "OK".

You also have the option of adding groups using the same process.

Here you can now set the permissions for the "Calendar", "Tasks" , "Inbox", "Calendar" and "Notes" components.

If you have assigned "Editor" rights on the calendar, you can also check the box "Receives copies of meeting messages sent to me".

The person you have given permission to will receive the meeting invitations intended for you. This option is usually only necessary for the "Secretary and manager" function.

At the bottom you can also choose whether the deputy can see the private appointments, tasks etc. When releasing emails, only the inbox is released via this view.

To share a folder (the same applies to the inbox etc.), all top folders must first be shared. To do this, right-click on the top-level folder (see example xxx@uni-kassel.de), select the desired folder permissions and add the name of the person you want to share the folder with in the following window.

Sharing to subfolders in the e-mail inbox must be set for each folder in the mail view by right-clicking.

In editing, go to the "Permissions" tab, click on the "Add" function and end the process with "Ok".

You can find these instructions under the following link: Include external folders in the mailbox

The prerequisite for this is that all folders, including all parent folders, have been shared accordingly (see"Sharing")

First go to "File", then to "Account settings" and select "Account settings" again from the following drop-down menu.

Your accounts are listed in the following window. Select the account in which the folder/mailbox is to be added so that it is highlighted in blue. Then click on the "Change" button.

A window opens again. Select the "Advanced" tab there. Next, click on "Add". In the following window, enter the name of the account whose mailbox/folder you want to integrate. Confirm and close all windows and restart your Outlook if necessary.

To share calendars, mail, contacts or tasks with a deputy in Outlook for Mac, go to "Outlook" and "Settings" in the menu bar.

Click on "Accounts":

Click on "Advanced".

Select "Substitutions".

Click on "+" under "Deputies who may act on my behalf" to release them.

Please select the appropriate user.

Click on "Add".

Pay attention to the check mark "Substitute receives meeting invitations". If this box is checked (default), the deputy receives "my" meeting invitations. This is rarely desired.

To access the shares of other users or group mailboxes, click on "+" in the "People I represent" section.

Select the user.

Now click on "Add".

Then click on "OK".

The approved users are now displayed.