Monitor communications and upcoming events by accessing the calendar and inbox for other users in your organization. Microsoft Outlook lets you open another Exchange user's folders if he has granted permission to share his data. You can view a user's calendar side by side with your own to help identify available meeting times. Mailboxes and calendars that you open from another user's account are set to read-only by default. A sharing request may need to be sent before you can access another person's Exchange folders.
Open a Shared Calendar
Click "Calendar" from the bottom navigation bar in Outlook.
Click "Open Calendar" in the Manage Calendars group and then click "Open Shared Calendar."
Enter the name of the person's calendar you wish to open in the "Name" field. Alternatively, click "Name" to open the address book, select the user's name and then click the "OK" button.
Click the "OK" button. The user's shared calendar will appear next to any calendar you currently have open in Outlook. Shared calendars can be found under your "Shared Calendars" folder in the Folder pane.
Open a Shared Mail Folder
Click "File," "Open & Export" and then "Other User's Folder."
Enter the person's name into the field next to "Name…," or click "Name…" to select a user from the address book.
Click the drop-down box next to "Folder Type," select "Inbox" and then click the "OK" button to open the mail folder in Outlook.
Tips & Warnings
- If the user hasn't granted permission for others to access their folders, Outlook will prompt you to ask the person for permission. Click "Yes" to automatically open a sharing request email addressed to the person and then click "Send" to send the request.
- You can only open the calendar and mailbox for Exchange users within your organization.
- Information in this article applies to Microsoft Outlook 2013. These steps may vary slightly with other versions.
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