Help for Lotus Notes 8 (basic configuration) - Delegating access to your Contacts

CONTACTS

Delegating access to your Contacts
You can let other people manage your list of Contacts. To do so, a copy of your Contacts file (usually names.nsf) is stored in your mail file on a server. Then you set a Mail preference to allow (delegate) access to your Contacts to specified users or groups.

Based on the level of access you allow, the person managing your Contacts can add, edit, or delete contact entries for you. In addition, he or she can use your Contacts when responding to mail for you.

To allow access to your Contacts is a three-step process:

1. Set an Access & Delegation preference to your Mail application to allow another person to have access to the copy of your Contacts stored in your mail file on a server. (See the steps below.)

2. Enable synchronization of your Contacts so you can store (replicate) a copy in your mail file on the server.

3. Synchronize your Contacts on the Replication page, to keep the Contacts file on the server up to date with the one that is stored locally on your machine,

Setting an access and delegation preference

1. From Mail, click More > Preferences.

2. Click the Access & Delegation tab.

3. Click Add.

4. In the Add People/Groups dialog box that appears, under Person or Group specify who the access is for:

Everyone
Just this person or group

5. Under Components, select one of these options, or click None to prevent a user or group from gaining access to your Contacts. For example, you can give access to Everyone, and then use this field to exclude people or groups.

Mail, Calendar, To Do and Contacts
Calendar, To Do and Contacts

6. Under Access, specify the level of access for your Contacts. These options will change based on your selection in the previous step.

If you chose Mail Calendar, To Do and Contacts	The selected person or group has
Read any document	Reader access so they can read your messages, to do items, and calendar and contact entries
Read and create any document, send mail on your behalf	Reader access as stated above, plus Author access and Create documents privilege so they can 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	Reader and Author access, and Create privileges as stated above, plus Editor access so they can edit to do items, and calendar or contact entries for you, as well as flag messages for follow-up and enable Out-of Office
Read, edit, create, and delete any document, send mail, enable Out-of-Office	Reader, Author and Edit access, plus Create privileges, as stated above, plus Delete documents privilege to delete any document, including mail, To do items, and calendar and contacts entries
Read/create any document, delete any document they created, send mail on your behalf	Reader, Author and Edit access, plus Create privileges, as stated above, plus the ability to send mail for you. Can delete only those documents they created for you. Cannot delete documents created by you.

If you chose Calendar, To Do and Contacts	The selected person or group has
Read any Calendar Entry or To Do or Contact	Reader access privilege for all to do items, and calendar and contact entries in your mail file.
Read, create, edit, or delete any Calendar Entry or To Do or Contact	Reader, Author, Edit and Delete access, plus Create privileges, as stated above, so you can delete to do items, and calendar and contact entries in your mail file

7. Click OK.

See Also

Access & Delegation preferences

Opening someone else's Contacts

Glossary

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