Lotus Notes 7 Help - Delegating access to your mail database

SETTING PREFERENCES

Delegating access to your mail database
You can let specified people open your mail database and read your messages, calendar entries, and to do items. You can also let people send, edit (including adding a follow up flag), and delete messages, create and delete calendar entries, and create and delete to do items for you. In addition, you can specify a person or group to whom Notes will forward your calendar entries, whether or not that person or group has any access to your mail.

If the person who has access to your mail database (your mail manager) has at least Author access to the mail file, he or she can forward a message from your file, and the forwarded mail is created and sent from you. A copy of the forwarded message is saved in your "Sent" view. If your mail manager does not have at least Author access, the forwarded mail will be created and sent from the mail file that is set in the Location document (which will typically be the mail manager's location pointing to the mail manager's mail file).

Setting preferences for delegation does the work of altering your mail database's Access Control List. You must be the owner of your database to delegate access.

Note When you give people access to your mail database, they can't read encrypted mail that you receive. Additionally, you can't read encrypted messages they create for you unless your user ID contains the encryption key used to encrypt the messages.

To delegate access to your mail

1. Open your mail database.

2. Click the Tools button and choose Preferences.

3. Click the "Access & Delegation" tab.

4. On the "Access to Your Mail & Calendar" tab, do one of the following:

To specify a new person or group to receive access, click the "Add Person or Group" button.
To modify access already granted to a person or group, select the person or group in the first list. The second list shows what access the person or group already has. To modify that level of access, click the "Change Access" button.

5. Do one of the following:

Select an option that allows the person or group to modify any type of document in your mail database:

	Option	Gives the selected person or group
	Read any document	Reader access so they can read your messages and to do items "Read public documents" privilege so they can read your calendar entries
	Read and create any document, send mail on your behalf	Author access and "Create documents" privilege so they can send messages and create to do items for you "Read public documents" privilege so they can read your calendar entries
	Read, edit, and create any document, send mail on your behalf	Editor access and "Create documents" privilege so they can create messages or to do items for you, and edit ones you have created, as well as flag messages for follow-up "Read public documents" and "Write public documents" privileges so they can read your calendar and create calendar entries
	Read, edit, create, and delete any document, send mail on your behalf	Editor access and "Delete documents" privilege
	Read and create any document, delete any document they created, send mail on your behalf	Author access and "Create documents" privilege so they can send messages and create to do items for you "Read public documents" privilege so they can read your calendar entries "Delete documents" privilege so they can delete messages, to do items, and calendar entries they have created (but not ones you or others created)

Click "Only Calendar and To Do's" and select an option that allows the person or group to modify only those types of documents:

	Option	Gives the selected person or group
	Read any Calendar Entry or To Do	"Read public documents" privilege for all calendar entry and to do documents in your mail database.
	Read, create, edit, or delete any Calendar Entry or To Do	"Read public documents" and "Write public documents" privileges for all calendar entry and to do documents in your mail database.

Click "None" to give the specified person or group no access to your mail database.

6. Click OK.

To specify forwarding of calendar entries

You can forward meeting invitations you receive to a specified person or group. You can grant the person who receives your invitations access to work with them in your mail database, or no access.

You can also specify what to do with private details when calendar entries are forwarded. Private details refer to any entries in your calendar for which you selected "Mark Private" in personal settings.

1. Open your mail database.

2. Click the Tools button and choose Preferences.

3. Click the "Access & Delegation" tab.

4. On the "Access to Your Mail & Calendar" tab, select a listed person or group or add a new person or group.

5. Do any of the following to forward calendar entries to the specified person or group:

Forward notices of meetings to which you are invited
Forward notices of meetings which you chair
Specify what to do with private calendar entries. By default Notes does not forward private entries at all. You can set Notes to forward them without including private details in the forwarded message (for a meeting, this the Chair and the Subject), or forward them with full details as if they were not private.

See Also

Delegation preferences

Creating a Group Calendar

Delegating access to your schedule information

Setting up out-of-office mail messages

Working with mail databases someone delegates to you

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