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At IU, how do I view another person's Exchange calendar or mailbox folders in Outlook?

Note: You can use Microsoft Outlook to view the Exchange calendar and mailbox folders of others within your organization (e.g., at Indiana University) only if they have shared them with you. To set up sharing, those users must give you the "Reviewer" permission level (at least) for their calendars or mailbox folders either by modifying their respective permissions, or by configuring delegate access for you. For more about sharing Exchange calendars and mailbox folders, see:

At Indiana University, if you've been granted permission to view another person's IU Exchange calendar or mailbox folders, you can view them in Outlook 2010, 2007, or 2003 using either of the following methods:

On this page:


Opening another user's calendar or mailbox folders on demand

This method allows you to open one of the primary mailbox folders (i.e., 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.

  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 owner to determine whether you have permission to access the folder you're trying to open.

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Adding another user's mailbox to your Folder List

Note: Although you can add another user's mailbox to your Folder List without having any permissions for that person's mailbox, you will not be able to open the calendar or folders unless the owner has given you at least the "Reviewer" permission level. For information about setting permissions to share folders in Exchange, see In Outlook for Windows, how do I allow other users to view my Calendar or other folders in my Exchange mailbox?

To add another user's mailbox to your Folder List:

  1. In Outlook 2010, from the File tab, select Info, and then Account Settings. From the drop-down list, select Account Settings... . Highlight Microsoft Exchange, and then click Change. Then, click More Settings... .

    In Outlook 2007, from the Tools menu, select Account Settings... . Highlight Microsoft Exchange, and then 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. On the next screen, highlight Microsoft Exchange Server, and then click Change. Then, click More Settings.

  2. Click the Advanced tab, and then click Add... . This lets you add mailboxes to your Folder List.

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

  4. Click OK, Next, and then Finish. You should now see the other person's mailbox in your Folder List with the shared folders listed beneath that mailbox. If you can't see the Folder List, select View, and then Folder List. If you cannot expand the folders in the other person's mailbox, check with the mailbox owner to determine whether you have permission to access the folder you're trying to open.
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Last modified on October 08, 2013.

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