Sharing a folder, delegating your mailbox

Two needs, two different answers

"Farida must see the supplier invoices" and "Farida must answer in my place while I am on leave" are not settled the same way. The first is a share. The second is a delegation.

Sharing a folder

Right click the folder, then Share. You pick people from the company, and give them a role: viewer, who only reads; manager, who can also file and delete; administrator, who can in addition share it onwards. An email warns those concerned, who accept with one click.

The same machinery works for a calendar and for an address book. That is how the Jobs calendar is visible to the whole team, and editable by the two workshop leaders only.

Delegating your mailbox

Delegation, in the accounts section of the settings, allows someone to write on your behalf. The recipient sees both names: nothing is hidden, and nobody impersonates anybody. You can ask for a copy to stay in your sent folder.

It is the right answer to leave, to sick leave, to a manager delegating their sales correspondence. And it is always better than lending a password, which is never lent.

Taking back what you gave

A share is withdrawn as simply as it was given, through the same menu. Make a habit of reviewing your shares once a year: an access granted for a 2024 job has no reason to survive.