How to open another user's calendar or other folder when you use the Corporate Workgroup installation in Outlook 2000

To access another user's calendar or other folder when you are using the Corporate Workgroup installation of Microsoft Outlook 2000:

• You must use Microsoft Exchange Server as your mail service.
• The shared folder must be stored in the Exchange Server mailbox.
• The shared folder must have access permissions assigned.

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 foldername.
4. Click the Permissions tab.
5. Click Add to add the name of the user you want to grant access to, or select Default.
6. Set the desired permissions, and then click OK.

Permissions affect what you are able to view.

A user with permissions of None or Contributor will only be able to see that you have scheduled Tentative, Busy, or Out of Office time (also known as Free/Busy information). The user will not be 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 will be 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 on the File menu, click Properties.

Accessing 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 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 will give access to subfolders as well as the five primary folders.

Assigning Access Permissions to Your Mailbox

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

Opening the Mailbox by Another User

1. On the Tools menu, click Services.
2. Click Microsoft Exchange Server in the service list, and then click Properties.
3. On the Advanced tab, click Add.
4. Type the name of the mailbox owner in Add Mailbox.
5. Click OK, and then click OK again.
   
   This displays the mailbox in the folders list.
   
   NOTE: If the Folder Visible option is not selected on the Permissions tab (on the mailbox for the owner), you may receive the following error message when you click the shared mailbox in your folder list:
   Unable to display the folder. Microsoft Outlook could not access the specified folder location. The operation failed.
6. To view the access permission assigned, double-click Mailbox Name, and then click the desired folder.

Individual folders must have access permission assigned as in the "To Assign Access Permissions to Contacts, Inbox, Journal, Notes, and Tasks" section of this article.