Outlook Add Additional Mailbox and Calendar in Client/Web

email outlook mailbox permission

Overview:

Administrators (usually the Admin Secretary & Principal) can grant permission to allow other staff to view/read/manage school Outlook mailbox and calendar.

Access depends on the level of permissions you assign.
The staff member being assigned the rights cannot view the mailbox until the rights have been assigned.
The Administrator may need to add the mailbox to their Outlook (using the "Adding the Mailbox instructions below) before they can assign rights.

All staff can share their Outlook calendar with other staff. This allows the other user to view your calendar events and more, depending on the level of permissions you allow. It is recommended only to share your own calendar. There should be no reason to “Share” any calendars other than your own.

Resource Calendars have owners who can select which options they want people to see.

Instructions:

Click "see more" at the right of each category to expand the sections.

Granting Permission (done by admin secretary or principal)See More

Granting Account Permissions

Note: This must be done by the mailbox owner before Adding the Mailbox. Generic School mailbox (i.e., PHS@matsuk12.us) owners will be the Admin Secretary and Principal.

In Outlook on the left menu sidebar, locate the E-Mail Account that you would like to share access to.
Right Click on the E-Mail Account Name and Select: Data File Properties…
In the dialog box that opens, Click on the Permissions Tab then Click the Add button
In the dialog box that opens, Find the User you are going to add/grant access to and click on their name, Click on Add and then Click Ok
Make sure the Name of the User you just added is Highlighted
Check the boxes next to the Permissions Levels you would like to grant. The example shows the following:
1. Read: Full Details
2. Delete Items: Own
3. Write: Create Items
4. Create Subfolders
5. Edit Own
6. Other: Folder Owner
7. Folder Contact
8. Folder Visible
Click: Apply then Click Ok
On the left menu sidebar locate the desired Account, Right Click the Inbox and Select Properties…
Repeat Steps 2-4
You have now successfully granted access to your e-mail account to your selected user.

The process is not complete until the user adds the mailbox and/or calendar to their account in the next step.

Adding the Mailbox to Outlook Client (done by other staff member)See More

Adding an Additional Mailbox in Outlook

Click on File> Account Settings> Account Settings
On the E-Mail Tab: Double Click on your E-Mail Account Name (jane.doe@matsuk12.us)
On Change Account dialog box be sure Use Cached Exchange Mode is unchecked, then click Next and Finish (if you receive a notice reading Outlook must restart Click Ok and proceed to step 4).
In the Change Account Dialogue box that opened in step 3, Click More Settings
Click on the Advanced Tab and then: Add…
Type in the name of the mailbox (School Site Acronym: i.e. CHS) and click: OK
A Check Names box opens: Use the scroll to find the name of the desired inbox, Select the name, and then click: OK and OK again
After all dialog boxes have been closed, Go to your Outlook and on the left sidebar you should now see the e-mail account mailbox that you just added (i.e. WMS)

Adding the Mailbox to Outlook Web Client (done by other staff member)See More

Adding an Additional Mailbox in Outlook Web App

Log in to Office365 Outlook account from Employee Quick Links
Click on your profile acitar and choose "Open another mailbox"
Type the mailbox name. If it is another employee just type their name and you'll see options filtering. If you are adding a group, or a generic school email you may need to type the entire address (i.e.SHE@matsuk12.us). Click on the address once it is populated with the user avitar.
Click Open
The mailbox will open in a new tab so you can have both your personal one and the additional one available at the same time.

Sharing your Calendar to another staff member ((done by calendar owner)See More

Sharing your Calendar

In Outlook, open your calendar. From the ribbon at the top, select “Share Calendar”.
A sharing invitation opens, similar to sending an email. Select the person who you are sharing the calendar with, and then from the “Details” drop down select the preferences you would like that person to be able to see about your calendar events.
1. Availability Only – Time will be shown as “Free,” “Busy,” “Tentative,” “Working Elsewhere,” or “Out of Office”
2. Limited Details – Includes the availability and subjects of calendar items only.
3. Full Details – Includes the availability and full details of calendar items.
4. Click “Send” to send the sharing invitation.

Adding a shared Calendar to Outlook Client (done by other staff member)See More

Adding a Calendar

Open Outlook, in the lower left corner, select “Calendar” or the Calendar icon
From the ribbon, select “Open Calendar” then from the drop down select “From Address Book”
Find the calendar that you want to add, double click it to add it to the “Calendar” line at the bottom of the list, then click OK to add it to your calendars.
Note: You can add room calendars (also known as resources), and other people’s calendars as well. You are limited to the information that you can see on that calendar by that calendars settings.
You should now see the Calendar in your Calendars list. You can organize your calendars as well by creating Calendar groups.
1. Right click on the already existing group “My Calendars” then select “New Calendar Group”.
2. You can then create a name for the group.
3. To add calendars to the group simply click and drag them where you want them.