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

• 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.

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 service 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.

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.