Microsoft KB Archive/290824

= How to open another user's calendar or another folder in Outlook 2002 =

Article ID: 290824

Article Last Modified on 12/10/2004

-

APPLIES TO


 * Microsoft Outlook 2002 Standard Edition

-



This article was previously published under Q290824





For a Microsoft Outlook 2000 (CW) version of this article, see 195781.



For a Microsoft Outlook 98 (CW) version of this article, see 182642.



SUMMARY
This article describes how to open another user's calendar or Other folder in Outlook 2002. To access another user's calendar or other folder when you are use Outlook 2002, the following circumstances must be true:
 * You must use Microsoft Exchange Server as your e-mail service.
 * The shared folder must be stored in the Exchange Server mailbox.
 * The shared folder must have access permissions assigned.



How 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) Select the desired folder in the Folder List.
 * 3) On the File menu, point to Folder, and then click Properties for the folder name.
 * 4) Click the Permissions tab.
 * 5) Click Add to add the name of the user that you want to grant access to, or select Default.
 * 6) Set the desired permissions, and then click OK.

The permissions affect what you are able to view.

A user with permissions of None or Contributor is able to see that you have scheduled Tentative, Busy, or Out of Office time (also known as Free/Busy information). The user is not able to see what you enter in the subject line of an appointment. This is true for all four appointment sensitivity levels: Normal, Personal, Private, and Confidential. In order to view the Free/Busy information of another user, you can use the Attendee Availability tab on a Calendar Appointment. You cannot use the methods described in this article to see another users Free/Busy information.

A user with Owner, Author, Publishing Author, Editor, Publishing Editor, or Reviewer permissions is 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 of an appointment or meeting, open a new item, and then click Properties on the File menu.

How to Access the Primary Folder of Another User

 * 1) On the File menu, point to Open, and then click Other User's Folder.
 * 2) In the Name box, type the name of the person who owns the folder or select Name for a list of users.
 * 3) Click the folder that you want to open, and then click OK.

NOTE: If you use the Open Other User's Folder method as outlined, only the primary Outlook folders may be accessed. Subfolders are not available.

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

How to Assign Access Permissions to Your Mailbox

 * 1) In the Folder List, click the Outlook Today [Mailbox - ] folder.
 * 2) On the File menu, point to Folder, and then click Properties for folder name.
 * 3) Click the Permissions tab.
 * 4) Click Add to add the name of the user that you want to grant access to, or select Default.
 * 5) In Permissions, select the desired options, and then click OK.

How to Open the Mailbox by Another User

 * 1) On the Tools menu, click E-Mail Accounts.
 * 2) In the E-Mail Accounts dialog box, click View or change existing e-mail accounts, and then click Next.
 * 3) Click Microsoft Exchange Server in the service box, and then click Change.
 * 4) For the Exchange Server Settings, click More Settings.
 * 5) On the Advanced tab, click Add.
 * 6) In the Add Mailbox box, type the name of the mailbox owner.
 * 7) Click OK twice. This displays the Mailbox in the Folders list.
 * 8) To view the access permission assigned, double-click the Mailbox Name, and then click the desired folder.

Individual folders must have access permission in the following folders as sections:

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

Additional query words: OfficeKBHowTo

Keywords: kbhowto kbusage kbpermissions KB290824

-

[mailto:TECHNET@MICROSOFT.COM Send feedback to Microsoft]

© Microsoft Corporation. All rights reserved.