OL97: How to Open Someone Else's Calendar or Other Folder

ID: Q160302

The information in this article applies to:

Microsoft Outlook 97

SUMMARY

To access another user's calendar or other folder in Microsoft Outlook 97:

You must use Microsoft Exchange Server as your mail service.
The shared folder must be stored in the Exchange Server mailbox.
The shared folder must have access permissions assigned.

MORE INFORMATION

To Assign Access Permissions to Contacts, Inbox, Journal, Notes, and Tasks

1. Using the right mouse button, click the folder in the Folder List.

2. Click Properties.

3. Click the Permissions tab.

4. Add the name of the user to whom you want to grant access, or choose

   Default.

5. Set the desired permissions.

6. Click OK.

Permissions affect what you are able to view.

A user with permissions of None or Contributor will only be able to see that you have scheduled a Tentative, Busy or Out of Office appointment or meeting. The user will not be able to see what you enter into the subject line of an appointment. This is true for all four appointment sensitivity levels: Normal, Personal, Private, and Confidential.

A user with Owner, Author, Publishing Author, Editor, Publishing Editor, and Reviewer, permissions will also be able to see what you enter in the Subject Line for all appointments and meetings. This is true for all four sensitivity levels: Normal, Personal, Private, and Confidential.

To set the sensitivity level of an appointment or meeting, open a new item and on the File menu, click Properties.

Accessing the Primary Folder of Another User

1. On the File menu, point to Open Special Folder.

2. Click on Exchange Server Folder.

3. In the Name box, type the name of the person who owns the folder or

   click Name to select from a list of users.

4. In the Folder box, click the folder you want to open.

Assigning Access Permissions to Your Mailbox

1. In the Folder List, right-click your Mailbox - <name> folder.

2. On the shortcut menu, click Properties for Mailbox - <name>.

3. Click the Permissions tab.

4. Add the name of the user to whom you want to grant access, or choose

   Default.

5. In the Permissions area, click Read Items.

6. Click OK.

Opening the Mailbox by Another User

1. On the Tools menu, click Services.

2. Click Microsoft Exchange Server in the Services list, and click

   Properties.

3. On the Advance tab, click Add.

4. Type the name of the mailbox owner in Add Mailbox.

5. Click OK and OK.

This displays the mailbox in the Folders list. Double-click the mailbox name and click the desired folder. Individual folders must have access permission assigned as in, "To Assign Access Permissions to Contacts, Inbox, Journal, Notes, and Tasks" above.

In order to share other than the five default mailbox folders (Contacts, Inbox, Journal, Notes, and Tasks), you must share the whole mailbox. This will give access to subfolders as well as the five primary folders. To share an Outlook subfolder, follow these steps:

1. Grant the appropriate permissions as outlined in "Assigning Access

   Permissions to Your Mailbox" subsection, making sure that 
   identical permissions are granted at each level in the path to the
   subfolder. 

   For example: If you need to access a Contacts subfolder on John Smith's
   mailbox, John must grant permissions, first to the mailbox, and then to 
   the Contacts folder, and then to the Contacts subfolder. If the main 
   Contacts folder permissions are not granted, John's subfolder is not
   accessible.

2. Following the steps in the "Opening the Mailbox by Another User"

   subsection, add John's mailbox to your Folder List view in 
   Outlook.

   NOTE: If you use the Open Special Folder method as outlined in the
   "Accessing the Primary Folder of Another User" subsection, only the
   primary Outlook folders may be accessed. Subfolders are not available.

This displays the mailbox in the Folders list. Double-click the mailbox name and click the desired folder. Individual folders must have access permission assigned as in "To Assign Access Permissions to Contacts, Inbox, Journal, Notes, and Tasks" above.

REFERENCES

For more information on using hyperlinks and shortcuts to access Outlook folders, please see the following articles in the Microsoft Knowledge Base:

   Article-ID:   Q159694
   Title:        OL97: Adding a Shortcut icon to Access Another User's
                 Calendar.

   Article-ID:   Q158135
   Title:        OL97: Using Hyperlinks to Access Outlook Folders and
                 Items.

Additional query words: 97

Keywords          : kbdta GnlCal kbfaq
Version           : WINDOWS:97
Platform          : WINDOWS
Issue type        : kbhowto

Last Reviewed: April 20, 1999