In Outlook, how do I allow other users to view my Calendar or other folders in my Exchange mailbox?

Transcription

1 In Outlk, hw d I allw ther users t view my Calendar r ther flders in my Exchange mailbx? Yu can allw thers within yur Exchange rganizatin t access yur mailbx flders. Yu can use Outlk t share yur mailbx flders and t access thers' mailbx flders that have been shared with yu. Outlk allws tw types f sharing: Flder permissins: This type f sharing allws selected thers t view the cntents f a specified flder, but des nt allw thers t send n yur behalf. When setting up flder permissins, yu can determine exactly hw much access a given persn has t yur flder. The fllwing rles are available: Owner: Allws full rights t the mailbx, including assigning permissins; yu shuld nt assign this rle t anyne Publishing Editr: Create, read, edit, and delete all items; create subflders Editr: Create, read, edit, and delete all items Publishing Authr: Create and read items; create subflders; edit and delete items they've created Authr: Create and read items; edit and delete items they've created Nnediting Authr: Create and read items; delete items they've created Reviewer: Read items Cntributr: Create items Nne: Gives n permissins fr the selected accunts n the specified flder Delegates: Yu can als designate delegates, wh can have different permissins but als the additinal ability t send n yur behalf. By default, a delegate has Editr permissins n the Calendar and Tasks flders. Setting flder permissins in Outlk First, yu need t give the ther persn access permissin t bth the mailbx and the specific flder in the mailbx. Assign permissins alng the entire path dwn t the flder yu want t share. Fr example, if yu want thers t have access t a subflder in yur Inbx, yu need t assign permissins t the mailbx flder, the Inbx flder, and the subflder. T set permissins n flders: 1. Open Outlk, and find the Flder List. In Outlk 2010, Flder List is the default view. In earlier versins f Outlk, if yu dn't see the Flder List, frm the G menu, click

2 Flder List. Then, frm the Flder List, right-click the flder yu wish t share (this culd be yur mailbx, Inbx, r calendar, r a subflder). 2. Frm the menu that appears, select Prperties, and then click the Permissins tab. Nte: If yu d nt see the Permissins tab, yu prbably have Persnal Flders set as yur default delivery lcatin. In rder t grant permissins, set the default delivery lcatin t yur Micrsft Exchange mailbx. 3. Click Add..., and then select the peple t whm yu wish t grant permissins. After each selectin, click Add->. When yu are dne, click OK. 4. Yu can nw select which permissins t grant. If yu wish t grant nly the ability t view items in this flder, assign the rle f Reviewer. Fr mre n permissins, see the list abve T grant permissins, select a name frm the bx beneath "Name:" and "Permissins:", and then frm the drp-dwn menu beside "Permissin Level:" r "Rle:", make yur selectin. Yu can als create custm permissins by selecting frm the ptins within the "Permissins" area. Once yu've finished making yur selectins, click Apply, and then OK. Imprtant: In the list under "Name:", the grup called "Default" includes everyne at HMC wh has an Exchange accunt. Under nrmal circumstances, yu shuld nt assign permissins t it; leave it set t Nne. If yu grant any permissins r assign a rle t it, yu are granting thse permissins t everyne with an Exchange accunt. 5. Thse t whm yu have granted permissins nw need t set up Outlk t view yur flders: In Outlk, hw d I view ther users' calendars, r ther flders t which I have access? If yu have permissin t access any flders in anther user's Exchange mailbx in Outlk, yu can pen the flders n demand. If yu need mre frequent access t them, r access t a subflder, yu can add anther user's mailbx t yur Outlk Flder List. Opening anther user's flder n demand in Outlk 2010 This methd will allw yu t pen ne f the primary mailbx flders (Calendar, Cntacts, Inbx, Jurnal, Ntes, r Tasks) in a separate windw that will nt reappear the next time yu start Outlk:

3 1. Frm the File tab, select Open, and then Other User's Flder In the Open Other User's Flder windw, type the ther persn's username, r click Name... t select the persn's name frm the Address Bk. Nte: Yu can nly pen the mailbx f anther Exchange user. 3. Frm the drp-dwn list, select the flder yu wish t pen. If that flder is nt listed, the nly way yu can access it is t add the ther user's mailbx t yur Outlk Flder List. 4. Click OK r Open. The flder shuld pen in a new windw. If yu receive an errr message abut permissins, check with the mailbx's wner t ensure that yu have permissin t access the flder yu're trying t pen. Adding anther user's mailbx t yur Outlk Flder List in Outlk 2010 Nte: Althugh yu can add ther users' mailbxes t yur Outlk Flder List withut having any permissin fr their mailbxes, yu will nt be able t view them unless yu have at least Reviewer permissin. 1. Frm the File tab, select Accunt Settings. Frm the drp-dwn list, select Accunt Settings... Highlight Micrsft Exchange, and click Change. Then, click Mre Settings Click the Advanced tab, and then click Add... This allws yu t add mailbxes t yur Outlk Flder List. 3. In the "Add Mailbx" field, enter the username r name (in lastname, firstname frmat) f the persn t whse mailbx yu have shared access. 4. Yu shuld nw see the additinal mailbx in the Flder List. (If yu can't see the Flder List, select View, and then Flder List.) Any flders that a user gives yu permissin t access shuld be listed under the ther persn's mailbx. If yu cannt expand the Flder List, the ther persn has nt given yu permissin t access the mailbx. 5. If yu like, yu can create a shrtcut t a flder by dragging it t the Outlk Bar (the leftmst clumn visible).

4 Examples: File > Accunt Setting > Accunt Settings Duble Click n the Exchange Prfile:

5 Click n Mre Settings.

6 Click n Advanced tab: Click n Add t add shared mailbx accunt. Then add thse individuals yu wish t see.

7 Hw t share my Outlk flders (Exchange 2010) 1. Open Outlk. 2. Click n G - Flder List.

8 3. In the Flder List, click n the icn representing the flder that yu want t share (e.g Calendar). 4. Right click n the chsen flder (e.g. Calendar) and then click n Prperties.

9 5. Click n the Permissins tab.

10 6. Click n Add t add the name f the user that yu want t grant access t.

11 7. Select the kind f permissin the persn yu want t share yur files with will have by selecting an ptin in the Permissin Level field.

12 8. Click n Apply.

13 9. Click n OK. Nte: Once yu granted this access, the ther party will need t pen yur shared resurce in their Outlk..