View another's Exchange calendar or mailbox folders in Outlook for Windows

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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.

Note:

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:

  1. In Outlook, select Open & Export, and then Other User's Folder....
  2. In the "Open Other User's Folder" window, type the other person's username, or choose 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. Select 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.

Add another'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 Share your Windows Outlook calendar or folders.

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).

  1. In Outlook, from the File tab, select Account Settings, and then select Account Settings again. Select New....
  2. Enter username@iu.edu, replacing username with the username of the mailbox you are adding, and then select Connect.
  3. In the next window, select Sign in with another account.
  4. Change the email address to username@iu.edu, replacing username with your IU username, and then select Next.
  5. Enter your IU passphrase, select Next, and authenticate with Two-Step Login (Duo).
  6. Select Done, 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:

  1. In Outlook, from the File tab, select Account Settings, and then select Account Settings again. Select your IU Exchange email address, and then select More Settings....
  2. Select the Advanced tab, and then select 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. Select OK, Next, and then Finish.

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 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 2022-09-14 15:37:34.