CALENDAR AND TO DO LIST

Delegating access to your mail, calendar, to do list, and contact
list
You can let specified people open your mail and read your messages, calendar entries, to do items, and contact entries. 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 IBMR Lotus NotesR will forward your calendar entries, whether or not that person or group has any access to your mail.

If a person who has access to your mail (your mail delegate) has at least Author access to your mail, he or she can forward a message from your mail, 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 delegate does not have at least Author access, the forwarded mail is created and sent from the mail file that is set in the mail delegate's current location document (which typically points to the mail delegate's mail file).

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

Note: When you give people access to your mail, they cannot read encrypted mail that you receive. Additionally, you cannot 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, click More above the message list, and then click Preferences.

2. Click Access & Delegation.

3. On the Access to Your Mail & Calendar page, do one of the following:

4. Do one of the following:
Access options
    Option
    Description
    Read any document
    Gives Reader access so delegate can read your messages, to do items, and calendar and contact entries
    Read and create any document, send mail on your behalf
    Gives Reader access as stated above, plus Author access and Create documents privilege so delegate can create and send messages, create to do items, and create calendar and contact entries for you
    Read, edit, and create any document, send mail, enable Out-of-Office
    Gives Reader and Author access, and Create documents privilege as stated above, plus Editor access so delegate can edit messages, to do items, and calendar or contact entries for you, as well as flag messages for follow-up and enable out-of-office notification
    Read, edit, create, and delete any document, send mail, enable Out-of-Office
    Gives Reader, Author and Editor access, and Create documents privilege as stated above, plus Delete documents privilege to delete any document, including messages, to do items, and calendar and contacts entries
    Read/create any document, delete documents they created, send mail on your behalf
    Gives Reader and Author access, and Create and Delete documents privileges as stated above, but delegate can delete only documents they created for you, and cannot delete documents created by you or others
Access options for calendar, to do, and contacts only
    Option
    Description
    Read any Calendar Entry, To Do, or Contact
    Gives Reader access so delegate can read all to do items, and calendar and contact entries
    Read, create, edit, and delete any Calendar Entry, To Do, and Contact
    Gives Reader access as stated above, plus Author and Editor access and Create and Delete documents privileges, so delegate can create, edit, and delete to do items, and calendar and contact entries
5. Click OK.

To specify forwarding of calendar entries

You can forward meeting invitations and notices you receive to a specified person or group so they can manage your schedule.

1. Open your mail, click More above the message list, and then click Preferences.

2. Click Access & Delegation.

3. On the Access to Your Mail & Calendar page, click a listed person or group or add a new person or group.

4. Under Automatic Forwarding, select one or both of the following to specify the types of meeting invitations and notices to forward:

5. In the For notices associated with calendar entries I have marked as private field, select one of the following: 6. Click OK.

Related topics
Access & Delegation preferences
Delegating access to your schedule information
Setting up out-of-office notifications
Creating shortcuts to other people's mail
Creating a shortcut to someone else's Contacts