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Delegation and Sharing

Nexus365 lets you delegate or share your calendar, inbox, contact lists and so on to other Nexus users.

Delegating is when an owner of an account gives another person (or group) access, and possibly management rights, to the account. This usually includes permission to send items on behalf of the owner or account. For example, you might want to allow your assistant to schedule your meetings, or a colleague to send emails from an account you normally maintain when you are going on holiday.

‘Full Access’ gives the delegated person access to the full mailbox (rather than just some folders or calendars), but not necessarily Send As rights. ‘Send As’ rights lets them appear as you (the account owner) when sending emails, while ‘Send on Behalf of’ lets them send mail from your mailbox but with their name in the email.

Sharing allows other people to access a particular folder or feature, but not to act on your behalf. You can give them different permission levels, such as read only, write or delete.

The table below gives guidance on what is the most appropriate solution for different situations.

Situation Solution
You want colleague(s) to see all your folders, calendars, contacts, to-do lists Give them to have Full Access to your mailbox. You can request this through the self-service form for Email Account Delegation.
…or you only want them to see your in-box and calendar  You can manage this through Outlook or other client software.
You want your colleagues to appear as you (or the generic account) when they send emails Give them Send As privileges for the account. You can request this through the self-service form for Email Account Delegation.
...or you want them to Send on Behalf of you or the generic account Give them read (and write) access and Send on Behalf privileges using Outlook or other client software.
You can also request this through the self-service form for Email Account Delegation.
You need to know exactly who can see into your account You should only give access to named individuals, not to a group mailbox, because the membership can change  – unless you are the owner of the group and you actively manage the membership.
You need to give access temporarily (such as for occasional systems support or when a temp joins your team) You can manage this through Outlook or other client software.
You want to delegate permanently to someone (such as a personal assistant) who manages your account You can do this either by delegation using your client software or, if you need Full Access and/or Send As, through the self-service form for Email Account Delegation.
You want to swap frequently between your personal account and a generic account and to send email as the generic account when playing that role

You can do this by creating two profiles within Outlook. When you are in the personal profile, you will be able to see the generic mailbox messages. However, when you wish to send emails from the generic account you should switch to the role profile. Whichever profile you are working in (easily switched in a few clicks) will determine where your sent items go. If using Outlook Web App (OWA), you can simply switch to the generic account and sent items should go in the appropriate Sent Items folder.

(Another option is to use Outlook for your personal email and OWA for your generic role, or vice versa.)

…or you want to send email as a generic account It is probably best to simply open the generic account mailbox from within your email client. But bear in mind that anything you reply to from the generic account might end up in the Sent Items of your personal account.
You want to other people to manage a mailbox but without them appearing as you or the generic mailbox. (For example, you might want someone to help assessing incoming emails, but you not pretend to be you or to send emails from the generic account.) Consider giving someone else you trust either Full Access to the account or shared access to your in-box. However, ensure that they do not have Send As rights. You can request this through the self-service form for Email Account Delegation.

Further information

Delegating and sharing FAQs

Email – Share mailboxes (Microsoft guidance)

Service area: 

Written by IT Services. Latest revision 23 May 2019