Allowing access to Outlook 2000 folders Version 1.00 Need to Know TM To allow another network user access to some or all of your Outlook folders you need to complete two processes. One in your Outlook and one in the person who wants access to your folders. We will look at these processes one at a time starting with what needs to be completed on the local Outlook that plans to allow people access. Part One Granting access on local Outlook 1. Log in to the machine as the user that you wish to allow access from. 2. Run Outlook
3. Since Outlook is based on a hierarchy you need to allow access in at least two places. The first is at the top of your folder list ( usually shown as Mailbox or Outlook Today ), then on the folder or folders you want people to access. If you only allow access on a sub folder, say your Inbox, then users will not be able to view the folder even though they have rights, because they are prevented from doing so because they have no rights at the top level of the mail box. 4. To grant rights at the top of your mailbox simply right mouse click on Mailbox ( or Outlook Today in older versions of Outlook ) like so : A menu will be displayed. From this menu select Properties, like so.
After which you should see something like :
5. From here select the tab that reads Permissions. Once selected you should now see :
By default only the person logged on to the system has access to their Outlook mailbox and folders. 6. To give a specific user the rights to access your mailbox click on the Add button. When pressed this button will display a list of network users like so :
From this list select the network user or network users whom you wish to have access to your Outlook. To select users simply select the user in the list and then press the Add -> button. When this process is complete press the OK button.
7. The users just selected will now appear in the list of names. By default any user selected will have no rights, additional rights must be assigned before they can view or change items in your mailbox. To change the permission level of the user that has just been added simply ensure that the desired user is selected and then pull down the Permission Level and select the appropriate level desired, like so :
Once a permission level has been selected you will see the right that this level provides below. If none of the pre-defined levels are suitable you can create you own customised level by simply making selections as required.
At the highest level is a permission level of Owner, which basically allows the selected user full control over the selection. Once you have made suitable selections press the OK button. 8. The selected user now has rights to your Outlook but yet to any folders beneath it. Giving these rights is almost identical to what you have just completed on your mailbox. 9. Select the folder that you wish to give remote access to, in our case the Inbox. Now right mouse click on the folder and select Properties from the menu that now appears, like so :
10. You should now see a number of options like so, from these select Permissions.
11. Upon selecting Permissions you should see a familiar screen, like so :
To add permissions for a user press the Add button and then select the users required as before.
12. After these users have been selected assign then rights to your Outlook folder as before.
13. Press OK to complete. 14. You can now repeat the above permission steps on as many of the folders you want. Remember that if you want to give users access to any sub folders that you have created, you will firstly need to give them right at the parent folder. This is because you can t see lower level folders unless you have rights at higher level folders. Part Two Remotely accessing Outlook folders Now that you have assigned the appropriate rights on the source Outlook you now need to configure the destination, or client, Outlook to view these folders. 1. Log in to the user who wishes to view the Outlook folders from someone else s Outlook. 2. Run Outlook
3. From the Tools menu select Services like so : 4. You will now be presented with the email accounts like so :
5. Ensure that Microsoft Exchange Server is selected and press the Properties button. 6. You should now see the first page of the Microsoft Exchange properties displayed like so :
7. Select the Advanced tab and the screen should appear like so :
8. Under the Mailboxes heading at the top of the windows press the Add button that is to the right to add the name of the user whose mailbox you want to open. 9. Once you have pressed the Add button you should see :
10. In the blank line under Add mailbox enter the name of the user whose mailbox you wish to open. Note that this is not their login name, it is the name that Windows and Exchange server recognise them as. Normally this will be Firstname Lastname. 11. When you have entered the name press the OK button.
12. If you have entered the correct details the user should now appear in the area Open these additional mailboxes. 13. You can continue to add users to this list as required. When complete, simply press the Ok button and then the Next button to complete configuration of your Exchange server email boxes. 14. Now that you have returned to Outlook you should see a new icon in your folder tree listing the name of the user you just added. If everything is correct then you can now open this folder and view the folders that you have rights on below. Mailboxes are listed alphabetically by firstname in the folder view.