Archive | Sharing

If your colleague doesn’t have the ability to log into their account for a period of time, you can set it up so that you receive an alert to your inbox when your colleague receives new s e-mails.

The information in the message is; who sent the e-mail and its subject. This is sent out at the same time as the original message is received. This way you can also find out when the original e-mail was sent.

1. On your colleague’s account, go to the Preferences tab> Mail: Receiving messages
   
2. Enable the notifications of new e–mails and fill in your e-mail address.

Here we tell you how you can get help from a colleague to send e-mails so that they appear to come from you without sharing your inbox.

You can give other users permission to send e-mail on your behalf, from their own account. You can share a folder you need help with, but the sharing isn’t necessary.

1. Go to the Preferences tab > Accounts.
   
2. Check that the primary account is selected and click Add Delegat at the bottom of the page.
   
3. Enter the e-mail address of the person you want to delegate permissions to. This must be an internal user address (ie an e-mail address with the same domain after the @ as yours).
   
4. Add the sender for the messages that will be sent on your behalf.
   Send as – only your e–mail address as the sender
   Send for – both your and your colleague’s e–mail address as the sender
   
5. Click on OK to save.
   
6. An e–mail message is sent to your colleague telling you that you have given the person permission to send e-mails on your behalf. Your colleague now needs to log out and log back in to their account for the change to go through.
   
7. When your colleague creates a new e-mail message s/he choose your name from the dropdown menu at the From field.

When you reply to a message in a shared mailbox, the other ones (who also has access to that mailbox) can see that you have replied, but not what you have replied. The answer itself ends up in your own private sent folder.

To collect your answers you can create a folder and a filter.

1. Create a new folder that you save in the level below the shared folder.
   
2. Go to the Preferences tab > Filters.
   
3. Click the Outgoing Message filter> New filter.
   
4. Give the filter a suitable name and the conditions as in the picture below.
   
5. Keep the box in front of the Do not process more filter selected > OK.

You can share all your e-mail folders, including the inbox and its sub folders with internal users.

A copy of the shared folder will be placed in your friend’s folder list and he/she won’t need to log into your mailbox to read its content. When you set up sharing of a folder you also set up access privileges by giving the other user a particular role.

1. Right-click the email folder you wish to share > Share Folder.
2. Share the folder with Internal users or groups.
3. Fill in the email address of whom you wish to share your folder. (Comma separated if there are more than one.)
4. Choose a suitable role and whether you want to send out a message informing about the sharing > click OK.

Scenarios for sharing an email folder

• Your sales department wants a central mailbox for all incoming product inquiries. Everyone should be able to view messages immediately when they are received and should also be able to respond from the same address.
• A manager is often in the office but doesn’t have time to answer her emails. Instead she gives her assistant access to her Inbox, who can manage thecontent of the Inbox, respond to messages on her behalf, create folders to organize and also delete messages.
• Instead of sending out emails to dozens of addresses each time you have an announcement, you can share one of your folders and keep it as a public folder containing your announcements. Either you protect its content with a password or hand out it’s URL for anyone you want to access it.