BCS Help

The mail@UCSF system is a collaborative work environment with the ability to delegate (share) parts of your account, such as your Contacts or specific mailboxes, with other user's in the system. There are other benefits to aid collaboration, such as "Public Folders," but those are address in other documentation.

Folders/resources on the server you can share:

• Mailboxes (Inbox, Sent Items, ...)
• Contacts / Address Books
• Calendars

Setting Share Permissions

In order for other user's to view/edit a folder or resource in your account, you will need to set the "Permissions" of that folder or resource. NOTE: You will need to this this for every folder and sub-folder you wish to share. Any newly created sub-folder will inherit the parent folder's share Permissions, but pre-existing sub-folders will not.

1. Log into Entourage
2. Select the Folder/Resource you wish to share by clicking on it
3. Click on the menu 'Edit' -> 'Folder Properties'
4. Click on the 'Permissions' pane
   
5. Click on'Add User...'
6. Type the person's name into the Find box and click on the "Find" button
7. After a couple of seconds, a list of possible matches should appear. Select the person you wish to share by click on their name.
8. Click the "OK" button. This should return you to the "Folder Properties" window with that person's name highlighted.
9. Set the access you wish to give that person by using the pull-down menu next to "Permission Level".
   1.  
      • OWNER: gives the same rights to do everything that can. This will also list that person as an admin contact for that folder/resources.
      • PUBLISHING EDITOR: Same rights as 'Owner' except the user is not listed as an admin contact for the folder.
      • EDITOR: Same as 'Publishing Editor' except the Editor can not create subfolders
      • PUBLISHING AUTHOR: Can view all items, create new items but can only edit or delete items the created by that user.
      • AUTHOR – Same as 'Publishing Author' except that user can not create subfolders
      • NONEDITING AUTHOR – Same rights as the 'Author' but can only DELETE items that is created by that user. It can not edit items, even those it creates.
      • REVIEWER – Can only read the calendar
      • CONTRIBUTOR – Can only create new items. Can NOT view calendar items at all
   • To give full editing privileges, select "PUBLISHING AUTHOR"
   • To give only read access, select "REVIEWER"
   • The other options and what access they give:
10. Click the "OK" button at the bottom to save and set the permissions.
11. NOTE: You will need to repeat 2 through 10 for each existing folder and sub-folder you wish to share.
12. Inform the user that you have given them access and tell them to follow the procedures found in the next section

Accessing Shared Folders

Once the owner of the Folder/Resource has set the appropriate Permissions, you can set your Entourage settings to access those Folders/Resources

1. Log into Entourage
2. Go to the menu 'Entourage' -> 'Account Settings ...'
3. Double-click on your mail@UCSF account
4. click on the 'Delegate' pane:
   
5. Under the section "Users I am a delegate for," click on the 'Add...' button
6. Type the person's name into the "Find" box and click the "Find" button
   
7. Select the person from the list that appears and click "OK"
8. You should now be back in the "Edit Account" window. Click "OK"
9. On the Left Sidebar where your folders are listed, you will see a new section with the person name you just became a delegate for
10. Click on the triangle to the left that name
    • You will see any folders/contacts/calendars you were given access to
    • NOTE: If you do not see any folders, have the person you added as being the delegate of, follow the instructions above