Delegating is similar to sharing which allows for assigning access rights (reading, writing, administration) for selected folders to any user of the same domain. These two types differ in method of their connection. In case of sharing, user has to connect folder by folder, whereas in case of delegation, user connects the entire account where he/she can see only folders enabled by appropriate rights. The main advantage of delegation is more transparent viewing of connected folders, especially when one user delegates multiple folders for another users.
The following folder types can be delegated:
email
calendars
contacts
email, calendar and contact public folders
In MS Entourage, folders can be delegated only in the version with service pack version2. If MS Entourage does not include the appropriate service pack update, it is necessary to set sharing via the WebMail interface or in MS Outlook extended by the Outlook Connector. Folders can be delegated simply by adding appropriate rights to a user. Sharing of folders is addressed in chapter 1.10.5 Shared and public folders.
When delegating folders, rights cannot be granted to folders of lower levels of the tree. It is necessary that the folders are shared up to the highest level (the highest folder must be saved right under the root folder). If folders which are save in a non-shared folder, the user to which the folders are delegated cannot see and access these folders in MS Entourage.
For security reasons, it is not recommended to delegate for example the INBOX folder. It is recommended to delegate a new folder created from the root folder instead. All folders to be delegated must be moved to the new folder. Now, it is secure to grant access rights (see figure 9.13 Tree structure in WebMail - an example of a correctly created structure of delegated folders.
Figure 9.13. Tree structure in WebMail - an example of a correctly created structure of delegated folders
In MS Entourage 2004 with service pack version 2, unlike in the previous version, it is possible to delegate folders right in MS Entourage. The standard delegation tool cannot be used in this case, however, it is possible to delegate folders by standard sharing (see figure 9.14 Sharing folders).
In MS Entourage, it is possible to share any folder which includes at least one item (an email message, an event or a contact). Check the following example:
Use the mouse pointer to select a folder to be shared with another user.
Open the folder's context menu (hold the Ctrl key and click on the folder) and select Sharing.
This opens a dialog where a user can be added and access rights for the folder can be assigned (see figure 9.14 Sharing folders).
To allocate rights, use the Permission level menu. The menu includes multiple options, however, only three can be used for configuration of rights in MailServer:
Owner = administration rights
Editor = editing is allowed
Reviewer = for reading only
It is recommended not to use the other options.
The following conditions must be met for subscription of delegated folders:
Both users (delegator and subscriber) must use account in a single MailServer and they must belong to the same domain.
This rule does not apply to cases where users subscribe a public folder which is shared by all domains. This may involve users of any MailServer domain.
The delegator must set appropriate access rights for the folder in MS Entourage (by standard sharing methods), in WebMail or in MS Outlook.
The subscriber's KMS (Exchange) account in MS Entourage must be set as primary.
If the conditions are met, specify the username of the delegator on the Delegate (see figure 9.15 Connecting delegated folders) tab in the .
If the delegation is set correctly, the folders added appear in the folder tree in the main MS Entourage (see figure 9.16 Delegated folders in the tree) window and it can be used in accordance with the rights assigned.
The way of displaying calendars and contacts differs from the previous version. If contacts or calendars were delegated, these folders will be displayed separately. Delegated calendar folders will be displayed in the calendars section, while delegated contact folders will be displayed in the contacts section.
If subscription of delegated folders does not work, check whether the configuration of the account meets all the conditions described above.