View another's Exchange calendar or mailbox folders in Outlook for Windows
On this page:
- Overview
- Open another's calendar or mailbox folders on demand
- Add another's mailbox to your Folder List
Overview
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.
You can use Microsoft Outlook to view the Exchange calendar and mailbox folders of others within IU 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:
Open another's calendar or mailbox folders on demand
This method allows 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:
- In Outlook, select , and then .
- In the "Open Other User's Folder" window, type the other person's username, or choose to select the person's name from the Address Book.
- 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.
- Select
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.
or . The folder should open in a new window.
Add another's mailbox to your Folder List
If you have full access and send-as rights to the mailbox, use the following directions for best results (these directions are the best way to have sent items appear in the secondary mailbox's Sent Items
folder instead of your own, for example).
- In Outlook, from the tab, select , and then select again. Select .
- Enter
username@iu.edu
, replacingusername
with the username of the mailbox you are adding, and then select . - In the next window, select .
- Change the email address to
username@iu.edu
, replacingusername
with your IU username, and then select . - Enter your IU passphrase, select Two-Step Login (Duo). , and authenticate with
- Select , and then restart Outlook.
If either you do not wish for sent items to appear in the Sent Items
folder of the mailbox (and instead in your own), or have Delegate or folder-level access instead of full access and send-as rights, use the below directions:
- In Outlook, from the tab, select , and then select again. Select your IU Exchange email address, and then select .
- Select the tab, and then select . This lets you add mailboxes to your Folder List.
- 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. - Select , , and then .
After following either of the above sets of directions, 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
, and then . 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.
This is document agny in the Knowledge Base.
Last modified on 2022-09-14 15:37:34.