The information in this chapter describes how to use Email
and Calendar
to work with Microsoft Exchange
accounts.
You can use Email and Calendar
to work with
your Exchange
information. When you work with Exchange
from Email and Calendar
,
your data is stored on the Exchange
server, not
on your local system.
You can work with the following types of Exchange
folder from Email and Calendar
:
Calendar
Contacts
Tasks
You can only enable one Exchange
account
at a time in Email and Calendar
. For information
about how to configure an Exchange
account in Email and Calendar
, see Chapter 2, Getting Started.
When you work with Exchange
from Email and Calendar
, some functions work differently, particularly
with regard to Exchange
folders and local folders.
The following table summarizes the functional differences:
Function |
Exchange Folders |
Local Folders |
---|---|---|
Save an appointment or a contact from an email message |
Item is saved in the appropriate |
Item is not saved in local folder. |
Synchronize a personal digital assistant
(PDA) with |
Items are synchronized with |
Items are not synchronized with local folders. |
Reminders for appointments and meetings |
Reminders do not function until you start |
You do not need to start |
When you log in to your Exchange
account,
then click on the GAL, no contacts are displayed in the GAL. This reduces
the workload of the global catalog server. To view contacts in the GAL, perform
a search. For more information about how to search for contacts, see Searching Your Contacts.
When you configure an Exchange
account in Email and Calendar
, the account is added to your folder pane.
When you start Email and Calendar
, you are
prompted for the password for the account. If you enter the correct password,
the account is displayed in the folder pane, and you can display the contents
of the folders.
Exchange
has a feature that enables you to
give other users permission to access your Exchange
account. When you assign this permission to another user, that user is a delegate. You can enable a delegate to perform the following tasks
on your behalf:
Read your email messages and send messages on your behalf.
View your appointments, add new appointments, and update existing appointments.
View your tasks, add new tasks, and update existing tasks.
View your contacts, add new contacts, and update existing contacts.
If you have not used Microsoft Outlook
with your Exchange
account before, the delegate
features do not function correctly in Email and Calendar
.
When you choose Tools -> Settings, then click Delegation for Exchange, the message Error reading Delegates list is
displayed.
If you plan to migrate from Outlook
to Email and Calendar
, and you want to use the delegate features,
you must specify all the delegate options in Outlook
before you migrate.
If the delegate features are not available to you, you can set permissions on your folders for another user instead. Then that user can open your folder in their own folder pane. For information about how to set access permissions for a folder, see To Set Access Permissions for a Folder. For information about how to open the folder of another user, see To Open the Folder of Another User.
Perform the following steps:
Choose Tools -> Settings.
Click Delegation for Exchange in the left pane.
In the Delegating to Others tabbed section, click Add.
Enter the name of the user in the Delegate To field on the Select User dialog. Alternatively, to select a user from a GAL or a list of contacts, click on the Addressbook button. Use the Select Contacts from Addressbook dialog to select a user.
Click OK on the Select User dialog to assign the user as a delegate.
Click OK on the Settings dialog.
Perform the following steps:
Choose Tools -> Settings.
Click Delegation for Exchange in the left pane.
In the Delegating to Others tabbed section, select the delegate whose permissions you want to modify, then click Edit.
On the Permissions for username dialog, select the permissions for the delegate for your Calendar, Contacts, Inbox, and Tasks folders. Select the role for the delegate from the drop-down list beside each folder. A set of permissions is associated with each role. For example, if you select the Author role, the delegate can read the contents of the folder and add items to the folder.
Select the Delegate can see private items option to enable the delegate to view appointments, meetings, and tasks whose Classification is Private.
Click OK on the Permissions for username dialog.
Click OK on the Settings dialog.
Perform the following steps:
Choose Tools -> Settings.
Click Delegation for Exchange in the left pane.
In the Delegating to Others tabbed section, select the delegate that you want to remove, then click Remove.
Click Yes on the confirmation dialog.
Click OK on the Settings dialog.
Perform the following steps:
Choose Tools -> Settings.
Click Delegation for Exchange in the left pane.
Click on the Acting as a Delegate tab. The table in the tabbed section displays the list of users for whom you are a delegate.
If you want to send email messages on behalf of the user, select the check box next to the name of the user. When you compose a message, you can select the email address of the user from the From drop-down list.
Click Close to close the Settings dialog.
Perform the following steps:
Right-click on the folder, then choose Permissions from the popup menu.
Use the Permissions for folder-name dialog to set the access permissions. The following table describes the elements in the Folder permissions dialog:
Click OK to save your changes and close the dialog.
An out-of-office message is an email message
that the Exchange
server sends automatically to
anyone who sends you a message, when you are not available to reply. Your
out-of-office message is sent one time only to each person who sends you a
message.
Perform the following steps:
Choose Tools -> Settings.
Click Out of Office in the left pane.
To specify that you are unavailable, select the I am currently out of the office option.
To specify that you are available, select the I am currently in the office option.
Type your out-of-office message in the Out of Office Message text area.
Click OK.
If you select the I am currently out of the office
option, the next time that you log in to your Exchange
account, an Out of Office Assistant dialog is displayed.
The dialog asks if you want to change your status from unavailable to available.
To change your status to available, click on the Yes, Change Status button. To leave your status unchanged, click on the No, Don't Change Status button.