KC Lemson

By KC Lemson [MS]

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How to give other people permission to non-standard folders

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Sharing your standard folders like Calendar/Tasks with Outlook & Exchange is pretty straightforward, as I mentioned earlier. But what do you do if you want to share out a folder that's not a sibling to those standard folders, or not one of the default folders like calendar/tasks/inbox? The UI in Outlook to open another user's folder doesn't give you the option to type in a path or customer folder name. Well, thanks to Outlook MVP Sue Mosher, here's how:

To access a shared folder that isn't one of the folders listed on the File | Open | Other User's Folder dialog, the mailbox owner needs to grant Reviewer permission to the root of the mailbox, as well as appropriate permission on the folder.

The user who needs access then goes into Tools | E-mail Accounts or Tools | Services (depending on the Outlook version), brings up the properties for the Exchange Server service, and on the Advanced tab, adds the mailbox.

After that, the user will see in the folder list all those folders in the secondary mailbox to which he/she has access and can add any of those folders to the Outlook Bar. See http://www.slipstick.com/outlook/links.htm#addtobar.

Thanks Sue!

Comments
  • How do I do this in script?

    :-)

  • You don't have to give them Reviewer access (which includes the ability to read messages) but simply Folder Visible access, which is not a permission role like Reviewer, Editor, etc.

    Most of the time when you are giving a user permissions to a specific folder, you don't want them to be able to read items in folders above that folder and only giving them Folder Visible access is how this is done.