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When someone shares his/her Exchange calendar with you, you can access it using Outlook 2003 or Outlook 2007. You must open the shared calendar before you can see it.

Opening another user's folder on demand in Outlook 2010, 2007, or 2003

This method will allow you to open one of the primary mailbox folders ( Calendar, Contacts, Inbox, Journal, Notes, or Tasks) in a separate window that will not reappear the next time you start Outlook:
  1. In Outlook 2010, from the File tab, select Open, and then Other User's Folder... .

    In Outlook 2007 or earlier, from the File menu, select Open, and then Other User's Folder... .
  2. In the Open Other User's Folder window, type the other person's username, or click Name... to select the person's name from the Address Book.

    Note: You can only open the mailbox of another Exchange user.
  3. From the drop-down list, select the folder you wish to open. If that folder is not listed, the only way you can access it is to add the other user's mailbox to your Outlook Folder List.

  4. Click OK or Open. The folder should open in a new window. If you receive an error message about permissions, check with the mailbox's owner to ensure that you have permission to access the folder you're trying to open.

Adding another user's mailbox to your Outlook Folder List in Outlook 2010, 2007, or 2003

Note: Although you can add other users' mailboxes to your Outlook Folder List without having any permissions for their mailboxes, you will not be able to view them unless you have at least Reviewer permission.
  1. In Outlook 2010, from the File tab, select Account Settings. From the drop-down list, select Account Settings... . Highlight Microsoft Exchange, and click Change. Then, click More Settings... .

    In Outlook 2007, from the Tools menu, select Account Settings... . Highlight Microsoft Exchange, and click Change. Then, click More Settings... .

    In Outlook 2003, from the Tools menu, select E-mail Accounts... and then select View or change existing email accounts. Click Next. At the next screen, highlight Microsoft Exchange Server, and click Change. Then, click More Settings.
  2. Click the Advanced tab, and then click Add... . This allows you to add mailboxes to your Outlook Folder List.

  3. In the "Add Mailbox" field, enter the username or name (in lastname, firstname format) of the person to whose mailbox you have shared access.

  4. You should now see the additional mailbox in the Folder List. (If you can't see the Folder List, select View, and then Folder List.) Any folders that a user gives you permission to access should be listed under the other person's mailbox. If you cannot expand the Folder List, the other person has not given you permission to access the mailbox.

  5. If you like, you can create a shortcut to a folder by dragging it to the Outlook Bar (the leftmost column visible).

When someone shares an Exchange calendar with you, you can access it using Entourage 2004 or Entourage 2008. You must open the shared calendar before you can see it.

Open a Shared Calendar (Entourage 2004/2008)

To open a shared calendar in Entourage 2004 or Entourage 2008, do the following:
  1. Open Entourage.
  2. Click Calendar in the upper left corner of the window.
  3. Click File > Open Other User’s Folder....
  4. In the User: box, type the name or the RCSID of the person whose calendar you want to open.
  5. Click OK.
  6. The shared calendar appears in the calendar list on the left side of the window.
  7. Select the shared calendar to view it.
Here are some tips:
  • In step 2, above, type the last name first.
  • Or type the first name only or the last name only.

Opening another user's folder on demand in Outlook 2010, 2007, or 2003

This method will allow you to open one of the primary mailbox folders ( Calendar, Contacts, Inbox, Journal, Notes, or Tasks) in a separate window that will not reappear the next time you start Outlook:
  1. In Outlook 2010, from the File tab, select Open, and then Other User's Folder... .

    In Outlook 2007 or earlier, from the File menu, select Open, and then Other User's Folder... .
  2. In the Open Other User's Folder window, type the other person's username, or click Name... to select the person's name from the Address Book.

    Note: You can only open the mailbox of another Exchange user.
  3. From the drop-down list, select the folder you wish to open. If that folder is not listed, the only way you can access it is to add the other user's mailbox to your Outlook Folder List.

  4. Click OK or Open. The folder should open in a new window. If you receive an error message about permissions, check with the mailbox's owner to ensure that you have permission to access the folder you're trying to open.

Adding another user's mailbox to your Outlook Folder List in Outlook 2010, 2007, or 2003

Note: Although you can add other users' mailboxes to your Outlook Folder List without having any permissions for their mailboxes, you will not be able to view them unless you have at least Reviewer permission.
  1. In Outlook 2010, from the File tab, select Account Settings. From the drop-down list, select Account Settings... . Highlight Microsoft Exchange, and click Change. Then, click More Settings... .

    In Outlook 2007, from the Tools menu, select Account Settings... . Highlight Microsoft Exchange, and click Change. Then, click More Settings... .

    In Outlook 2003, from the Tools menu, select E-mail Accounts... and then select View or change existing email accounts. Click Next. At the next screen, highlight Microsoft Exchange Server, and click Change. Then, click More Settings.
  2. Click the Advanced tab, and then click Add... . This allows you to add mailboxes to your Outlook Folder List.

  3. In the "Add Mailbox" field, enter the username or name (in lastname, firstname format) of the person to whose mailbox you have shared access.

  4. You should now see the additional mailbox in the Folder List. (If you can't see the Folder List, select View, and then Folder List.) Any folders that a user gives you permission to access should be listed under the other person's mailbox. If you cannot expand the Folder List, the other person has not given you permission to access the mailbox.

  5. If you like, you can create a shortcut to a folder by dragging it to the Outlook Bar (the leftmost column visible).
Topic revision: r2 - 04 Nov 2010, TrevorMarch
 

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