Don’t share private items

As a company policy, we need to delegate our Inbox to several colleagues as well so that in case of a holiday, illness or other kind of absence, they can still check if important mails are coming in.

I sometimes also receive messages at work from family and friends (which is allowed as long as long as we don't spent hours on our reply).

How can I configure Outlook that my colleagues do not have access to these items?

Private buttonBy default, Outlook will not expose private messages to delegates or other people that you share a folder with. The trick is to make Outlook understand which messages should be considered private.

Sender in control

Message Properties buttonThe easiest would be if the sender sets the sensitivity level of the message to Private before sending.

If the sender is also using Outlook, he/she can do that in the following way while composing a message;

  • File-> Properties-> Sensitivity-> Private

Note: When replying in the Reading Pane, press the “Pop out” button in the top right first.

Receiver in control

Manage Rules & Alerts buttonUnfortunately there is no way to change the sensitivity level of message automatically upon receiving a message.

You can however create a message rule that automatically moves all the emails received from the email addresses of your friends and family to a separate folder and make sure you don’t set permissions on it for your colleagues.

To create a rule use;

  • File-> button: Manage Rules & Alerts

The message rule would read similar to this;

  • Apply this rule after the message arrives
  • from people or public group
  • move it to the specified folder
  • and stop processing more rules

Note: For more about sharing folders, see Setting Permissions on a Mailbox.

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