Permission to act on behalf of another person via email is referred to as delegate access. The below articles reference delegate ("assistant") and the delegator ("manager").
Permissions
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| title | Attach files from your computer |
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| Log | Click to view information on permissions |
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The manager will need to submit a Support Center request asking for Full Access be granted to the assistant and specify whether Send on Behalf or Send As rights should be granted. Full Access - Allows the assistant to open the manager’s mailbox and behave as the manager. Send on Behalf - Allows the assistant to send email on behalf of the manager. The From line of the message indicates that the message was sent by the assistant on behalf of the manager. Send As - Allows the assistant to send email from the manager’s mailbox. The message will appear to have been sent by the manager.
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Open Account
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| title | Click to view how to to open the account in the same browser window |
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If the assistant opens the manager’s mailbox as a shared folder, the assistant will see the manager’s Inbox and mail folders below their own account. From a browser, log in to the My Cal Poly Portal
>
My Apps > > My Apps > Email & Calendar.
Click + New: Email message. For an existing email, select Reply/Reply All or Forward.Click Attach: Computer.Choose the file you would like to attach and select OpenRight-click on the Folders link and select Add shared folder.
 Image AddedEnter the manager’s username and click the Add button. The manager’s account will be displayed below the assistant's account.
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| title | Share files from OneDrive |
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| You can also share a file from OneDrive allowing the email recipients to collaborate on the file in real time.
Log | Click to view how to open the account in a separate browser window |
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If the manager’s mailbox is opened using the account option, the assistant will see the manager’s Inbox and mail folders in a separate browser window. From a browser, log in to the My Cal Poly Portal
> My Apps > > My Apps > Email & Calendar. In the top right corner, click on your profile picture and select Open another mailbox. Enter the manager’s username and click Open.
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Form Field
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| title | Click to see the configuration steps to configure the From field |
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Configure the From field to send email from the manager. From a browser, log in to the My Cal Poly Portal > My Apps > Email & Calendar.
Click + New: Email message. For an existing email, select Reply/Reply All or Forward.Click Attach: Cloud locations.Choose the file you want to share and click the Next button.
Click Share as a OneDrive link to share the file.Once the file is attached, the file permissions can be changed. Next to the file name, click on the drop-down arrow and select Change permissions. You can also change how the file is attached to the emailOpen a new message. Click on the From button and select Other email address… Enter the username of the manager in the From field. Complete the message and send the email.
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Differences in delegation behavior
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| title | Click to view the differences between sending email and signatures |
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When sending email as or on behalf of the manager, click on the From field to select the manager’s account. There are some differences in delegation behavior depending on how the account was opened.
| When Opening the Account in the Same Browser Window | When Opening the Account in a Separate Browser Window |
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Signature | The signature will be that of the assistant. An email template can be used to create a signature for the manager. | The signature will be that of manager. | Sent Items | Messages are saved to the assistant’s Sent Items folder. The message can be manually moved to the manager’s Sent Items folder. | Messages are saved to the manager’s Sent Items folder. |
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