Tuesday, October 8, 2013

How you can share your outlook calendar

You cannot open a shared Outlook folder from a sharing invitation that you receive from another Outlook user.

In the Outlook mailbox that is located on an Exchange Server, you receive a message from a user who uses Microsoft Office Outlook 2007 or Microsoft Office Outlook 2010 that is connected to Exchange Server. The message invites you to view one of the user’s shared Outlook folders. However, the message does not have an option that enables you to access the shared Outlook folder. In this case, you cannot open the shared Outlook folder that the user shared to you.

This behavior occurs if the sender of the sharing invitation is running Outlook 2007 or Outlook 2010 and the recipient of the sharing invitation is running an earlier version of Outlook.

You can use one of the following two methods to work around this problem without having to upgrade the earlier version of Outlook.

- Use "Method 1: Open default Outlook folders" if you are invited to view any of the following default Outlook folders:
  • Calendar
  • Contacts
  • Inbox
  • Journal
  • Notes
  • Tasks
- Use "Method 2: Open nondefault Outlook folders" if you are invited to view a folder that is not one of the default Outlook folders that are mentioned here.

Method 1: Open default Outlook folders
If you are invited to view a default Outlook folder, the words "Microsoft Exchange" will appear before the name of the folder in the sharing invitation. For example, if the sender shares the Contacts folder, the name of the folder is "Microsoft Exchange Contacts" in the sharing invitation.

To open a default Outlook folder, follow these steps:
  1. In the sharing invitation, notice the name of the Outlook folder that you want to view.
  2. On the File menu, point to Open, and then click Other User's Folder.
  3. In the Open Other User's Folder dialog box, type the name of the user who owns the folder in the Name box, click the name of the Outlook folder that you noticed in step 1 in the Folder type box, and then click OK.

You will notice that the shared Outlook folder appears in the Outlook folder list pane.
If you receive an error message or cannot open the shared folder after you follow these steps, contact the sender of the sharing invitation to make sure that you have at least the Reviewer permissions to the shared mailbox on the Exchange Server.

To give you the Reviewer permissions to the shared mailbox, the owner of the shared folder can follow these steps:
1. Follow the appropriate steps:
  • In Outlook 2007, right-click Mailbox - UserName, and then click Change Sharing Permissions.
  • In Out look 2010, right-click Mailbox - UserName, and then click Folder Permissions.
2. Click the Permissions tab, and then click Add.
3. In the Add Users dialog box, specify the user who you want to share the folder to, click Add, and then click OK.
4. In the Name list, click the name of the user who you added, click Reviewer in the Permission Level box, and then click OK.

Method 1 Video: How to open default Outlook folders shared by other users
Method 2: Open nondefault Outlook folders

You can view the nondefault Outlook folders just as easily as you can view the default Outlook folders. If you are invited to view a nondefault folder, the words "Microsoft Exchange" will not appear before the folder name in the sharing invitation.

To open a nondefault Outlook folder, follow these steps:
  1. In Outlook, click E-mail Accounts on the Tools menu.
  2. In the E-mail Accounts dialog box, click View or change existing e-mail accounts, and then click Next.
  3. Click your Exchange Server account, and then click Change.
  4. Click More Settings.
  5. In the Microsoft Exchange Server dialog box, click the Advanced tab, and then click Add.
  6. In the Add Mailbox dialog box, type the name of the owner of the shared folder, and then click OK.
  7. Click OK, click Next, and then click Finish.
  8. In the navigation pane, expand Mailbox - UserNameOfFolderOwner, and then click the folder that the user shared to you.
If you receive an error message or cannot open the shared folder after you follow these steps, contact the sender of the sharing invitation to make sure that you have at least the Reviewer permissions to the sender’s shared mailbox on Exchange Server.

To give you the Reviewer permissions to the shared mailbox, the owner of the shared folder can follow these steps:
1. Follow the appropriate steps:
  • In Outlook 2007, right-click Mailbox - UserName, and then click Change Sharing Permissions.
  • In Outlook 2010, right-click your email address at the top of the folder list, and then click Folder Permissions.
2. Click the Permissions tab, and then click Add.
3. In the Add Users dialog box, specify the user to whom you want to share the folder, click Add, and then click OK.
4. In the Name list, click the name of the user whom you added, click Reviewer in the Permission Level box, and then click OK.