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Many companies use a common mailbox to send and receive messages for an entire department. Outlook's send-on-behalf-of permission allows a user to send a message through another user's account. This send-on-behalf-of permission is also called delegate permission, and it is available only to Exchange Server users.
You can grant delegate permissions to users individually, but if you're delegating permissions for an entire team or department, it's more efficient to grant permissions using a distribution list. You can then control delegate access by adding or removing users from the distribution list.
Here's how to delegate access to a distribution list:
Create the distribution list in the Global Address List. You can create the distribution list from Outlook or use the Exchange System Manager console. Add users to the distribution list as needed.
Open Outlook and log on to the mailbox for which you need to grant delegate access.
Choose Tools | Options and click the Delegates tab.
Click Add, select the distribution list, click Add, and then click OK.
The Delegate Permissions dialog box opens automatically. Configure permissions for the Inbox if you need to enable users in the list to view, create, or modify messages in the mailbox's Inbox. None of these permissions is needed to allow the list users to send outgoing messages.
Click OK.
Here's how users can send messages through the delegated mailbox:
Open Outlook and start a new message.
Choose View | From Field.
Click From, choose the delegated account, and click OK.
Compose and send the message.
Note: If you're using Exchange Server 5.5 and distribution list members receive an error message claiming that they don't have delegate permission for the mailbox, install Exchange Server 5.5 Service Pack 3 or later to fix the problem. |
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