OL98: (CW) How to Open Someone Else's Calendar or Other Folder

ID: Q182642

The information in this article applies to:
  • Microsoft Outlook 98
NOTE: These procedures only apply if you have installed Outlook with the Corporate Workgroup/Other option. This option allows you to use Messaging Application Programming Interface (MAPI) services. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Corporate" if you have the Corporate Workgroup installation.

SUMMARY

To access another user's calendar or other folder when you are using the Corporate Workgroup installation of Microsoft Outlook 98:

  • 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. On the View menu, click Folder List if the list is not displayed.


  2. Click to select the desired folder in the Folder List.


  3. On the File menu, point to Folder and click Properties.


  4. Click the Permissions tab.


  5. Click Add to add the name of the user you want to grant access to, or choose Default.


  6. Set the desired permissions.


  7. 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 Tentative, Busy or Out of Office time. 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 be able to see what you enter in the Subject Line for all appointments and meetings. This is true for all four sensitivity levels.

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, and click Other User's Folder.


  2. In the Name box, type the name of the person who owns the folder or click Name to select from a list of users.


  3. In the Folder box, click the folder you want to open, and click OK.


In order to share other than the five default Mailbox folders, Contacts, Inbox, Journal, Notes, and Tasks you must share the entire Mailbox. This will give access to subfolders as well as the five primary folders.

Assigning Access Permissions to Your Mailbox

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


  2. On the File menu, point to Folder and click Properties for <folder name>.


  3. Click the Permissions tab.


  4. Add the name of the user you want to grant access to, or click to select Default.


  5. In the Permissions area, select the desired options, and 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 Advanced 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 the "To Assign Access Permissions to Contacts, Inbox, Journal, Notes, and Tasks" section above.


REFERENCES

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

Q179357 OL98: Adding a Shortcut Icon to Access Another User's Calendar

Q179681 OL98: Using Hyperlinks to Access Outlook Folders and Items

Additional query words: 98

Keywords : GnlFold CfgMSXchg
Version : WINDOWS:
Platform : WINDOWS
Issue type : kbhowto


Last Reviewed: July 27, 1999
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