Allowing Other Users Access To Your Folders in Outlook 2003 |
In Outlook, you can allow other users within your Exchange organization to access folders in your Exchange mailbox, including your calendar, contacts and mail. You can use Microsoft Outlook to share your mailbox folders and to access other users' mailbox folders that have been shared with you.
This type of sharing allows selected users to view the contents of a specified folder, but does not allow other users to send email on your behalf. When setting up folder permissions, you can determine exactly how much access a given user has to your folder. There are nine roles with different permissions that you can assign to users:
- Owner: Users with this role have full rights to the mailbox, including assigning permissions; you should not assign this role to anyone.
- Publishing Editor: Can create, read, edit, and delete all items, and create subfolders
- Editor: Can create, read, edit, and delete all items
- Publishing Author: Can create and read items, create subfolders, and edit and delete items they've created
- Author: Can create and read items, and edit and delete items they've created
- Nonediting Author: Can create and read items, and delete items they've created
- Reviewer: Can read items
- Contributor: Can create items
- None: This role gives no permissions for the selected accounts on the specified folder.
- First, you need to grant permission for your entire mailbox to the user. Do not worry about the user accessing resources that you do not want to give access to. By default, the other user will not be able to view individual resources (inbox, calendar, contacts, etc) until you grant them permission at the resourse level (more on that later). Open Outlook, and verify that you are in the Folder List (see image below). If you don't see the Folder List, from the Go menu click Folder List or click on the Folder List button at the bottom of the left-hand column.
1) From the Folder List, right-click the main mailbox header (usually Mailbox – Firstname Lastname) and select Sharing.
2) In the dialogue box that opens, click on the Add button.
3) The Add Users dialogue box will open. Make sure that “Show names from” is set to Global Address List. Select the user that you would like to grant permission to, and then click the Add button. Repeat the select and Add for each user you would like to have permission. When you are finished, click OK.
4) You should now be back at the “Properties” window, and each user that you added in step 4 should now in the list of names. You can now select what permissions to grant to these users (for instance, if you want to grant users only the ability to view items in this folder, you should assign the role of Reviewer). To grant permissions, select a name from the box beneath "Name:" and "Permissions:", then from the drop-down menu beside "Permission Level:" or "Role:", make your selection. You can also create custom permissions by making selections from the checkboxes and radio buttons within the "Permissions" area. Once you've finished making your selections, click Apply, then OK.
5) Now that you have enabled mailbox-level permission for the user, it’s now time to enable folder-level permission for that same user. We want the user to be able to view the contents of the Inbox, so we’ll start there. In the Folder View, right-click on Inbox and select Sharing.
6) In the dialogue box that opens, click on the Add button.
7) The Add Users dialogue box will open. Make sure that “Show names from” is set to Global Address List. Select the user that you would like to grant permission to (in our case, Jane Doe), and then click the Add button. Click OK.
8) You should now be back at the “Properties” window, and the user that you added in step 8 should now in the list of names. You can now select what permissions to grant to this user (for instance, if you want to grant users only the ability to view items in this folder, you should assign the role of Reviewer). Once you've finished making your selections, click Apply, then OK.
9) You can now repeat steps 6-9 for other folders in the Folder View, such as Calendar or Contacts.
10) The users to whom you have granted permissions must now set up Outlook to view your folders (see the document entitled “Adding Another User’s Folders to Your Outlook Folder List”).
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