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  1. #1
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    Delegate Access (OL 2000 SR-1/Exchange 5.5)

    I'm looking for *insider* tips, articles, benefits, and pitfalls on using OL 2000 delegate access, particularly when sharing an Inbox where the delegate has editor privileges. The initial setup worked, as per MS directions. I'm now looking for advanced user application tips on ways we can exploit the feature.

    Thanks, Cheryl Collins

  2. #2
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    Re: Delegate Access (OL 2000 SR-1/Exchange 5.5)

    Kind of a broad question, Cheryl. Other than having assistants help their bosses manage their calendar and mail, we use delegation to have people manage things like company cars and the fancier meeting rooms. (Less "fancy" things are auto-responding resources.) You might note there are some traps to this setup, especially when you have multiple delegates, or when one or more people in the relationship are set to either work offline or cache the calendar.

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    Re: Delegate Access (OL 2000 SR-1/Exchange 5.5)

    Cheryl
    Old dog and I have had some conversations on this topic before. One thing which annoys some people a lot is that when the delegate send an email on behalf of the other person, the copy is stored in the delegate's Sent Items folder. So, without some friggery pokery, the other person would not know what emails have been sent on their behalf. This can lead to them getting answers to an email before they realise that 'they' have sent it! This problem can be solved by a combination of process (to be followed when the delegate sends a message) and rules (on the director's mailbox).
    The other big issue is access to filed mail. If we assume the delegate is a secretary to a director - which is how the issues came to light here, then the secretary usually files the mail (into a Personal Folders file) for the director. Outlook won't let more than one person hook up to a .pst file, so this situation means that if the secretary has the file (to do the filing)the director can't access the filed mail. In the other case, the director gets the file so the secretary can't do the filing. This can be solved but needs a rigorous process - we've adopted the principle that the secretart has the 'master' .pst file so their mailbox is hooked up to that. The director takes a copy of this on to their local hard drive (we're talking laptops here) everytime they're in the office and their mailbox points to this .pst file. All this can be avoided if mail is filed in a public folder which allows simultaneous access to director and delegate.
    A big decision, on the part of the owner, is whether to let the delegate have "Send on behalf of" or "Send As" permissions. The owner can grant the first of these, the second can only be set by the System Administrator. As Send As privilege means that the email that arrives is completely indistinguishable from one sent by the owner, not many of our directors have granted this permission to their delegates. Send on behalf of results in the arriving email being headed From: <delegate name> on behalf of <director name>;.
    In summary, though, once the delegate/director pair sort out their working practices, delegate access is works OK.
    HTH
    Silverback

  4. #4
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    Re: Delegate Access (OL 2000 SR-1/Exchange 5.5)

    <hr>The other big issue is access to filed mail. If we assume the delegate is a secretary to a director - which is how the issues came to light here, then the secretary usually files the mail (into a Personal Folders file) for the director. Outlook won't let more than one person hook up to a .pst file, so this situation means that if the secretary has the file (to do the filing)the director can't access the filed mail. In the other case, the director gets the file so the secretary can't do the filing. This can be solved but needs a rigorous process - we've adopted the principle that the secretart has the 'master' .pst file so their mailbox is hooked up to that. The director takes a copy of this on to their local hard drive (we're talking laptops here) everytime they're in the office and their mailbox points to this .pst file. <hr>

    why pst? if they leave the mail in the mailbox, both sides can access it whenever - add additional mailboxes using the advanced tag of exchange services.

    for laptop use, use an ost (offline storage) instead of a pst. that's what it was made for. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

    PST=BAD for exchange users

  5. #5
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    Re: Delegate Access (OL 2000 SR-1/Exchange 5.5)

    Absolutely - point taken. I should have made it clear that the issues I raised were because of constraints imposed on our system, instead of mistakenly giving impression that use of .pst files is required. TPTB here insist on quotas for mailbox size, even for directors(!) so eventually they have to file mail somewhere. TPTB also decree that they don't like public folders because of the hit on the network caused by the replication of the public folder contents between the servers (we are talking a corporation of >10000 people here). Anyway, since they are TPTB, and I'm not, I don't get a vote in this <img src=/S/sad.gif border=0 alt=sad width=15 height=15>
    I don't even want to begin discussing issues caused by directors who have multiple PCs in multiple offices, each accessed by different delegates, as well as having laptops which are set up for offline working! <img src=/S/sigh.gif border=0 alt=sigh width=15 height=15>
    Silverback

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