About Outlook Permissions

Concordia's University's Exchange server has the ability to share mailboxes, calendars, and to fine tune the permissions settings on each to allow for granular control of your information. This is done using Microsoft Outlook. Some of the most common needs for this is when sharing a department or resource specific mailbox or calendar (such as Admissions, Business Services, or a classroom), granting a coworker access to your inbox while on vacation, allowing an Administrative Assistant to see busy times on a calendar (without letting them see when you're taking your kid to the dentist), or allowing others in your department to schedule appointments for you. Although there are several different ways to accomplish each of these, the following article will explain the methods preferred by the Tech Center.

Adding Additional Mailbox

Follow the guide below to view how to add an additional mailbox in Outlook. Click the Play button to start the video.

Adding additional Calendars in Outlook

Adding a calendar is very similar to adding a mailbox.Click the Play button to start the video.

A similar menu will open if you choose the From Room List option. Repeat the above steps to add a room to your calendar

As with mailboxes, what you can see in a calendar will be predicated by the permissions set by the calendar's owner. The default for calendars is to be able to see busy/available time slots, although further details can added by the owner, per viewer.

Creating Outlook Groups
If you want to view several calendars together, you can easily create a calendar group. Proceed to Calendar View and follow the video below.Click the Play button to start the video.

Setting Delegates

If you want someone to be able to act on your behalf - either for a mailbox or calendar - you'll need to set them as a Delegate. To permit someone to send on your behalf, it is suggested that our Network Administrators configure that on the server side. Please email support@cu-portland.edu to set that up.

Managing Permissions

You can also set and edit permissions on mailboxes and calendars without formally adding someone as a delegate. You should do this if you are not seeing the amount of information needed when viewing a calendar or mailbox. To learn how, follow the instructions below:

For mailboxes, open the Folder tab and look for Folder Permissions,

The Inbox Properties box will open. Go to the Permissions tab, and you will be able to see who has access to your inbox, and what permission levels have been set for them. You can add new people by clicking the Add button and finding them in the Global Address Book, or remove users by highlighting their name and clicking Remove.

Use the Permission Level drop-down menu to select pre-built permissions, or customize them however you want, for whatever user you have selected.

The process is essentially the same for calendars: just look for Calendar Permissions on the Home tab when in Calendar view.


Having trouble with any of the above function? Contact the Tech Center via support@cu-portland.edu

Updated by Steven Quirk 10/14/13