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Outlook 2010 Open another person’s Exchange Calendar or Folder

Posted: Tuesday, January 21st, 2014 by admin

Outlook 2010

This document explains how to open another person’s Outlook calendar or email folder.  You would need to have been given permission to their folder or calendar before you can open or access it from your Outlook 2010 client.  Depending upon the permissions given, you may be able to view only the calendar, or get able to edit, delete, and add appointments.  The same would be true about accessing other email folder items.

Opening another person’s Exchange Calendar

In Outlook 2010, you can open a calendar someone shared with you through the following steps:

  1. Open Outlook 2010.
  2. Select Calendar in the left navigation pane to see the Calendar View.

    Outlook 2010 Open Shared Calendar

  3. At the top of the Calendar, click Open Calendar to display a drop-down menu of things you can do.
  4. Select Open Shared Calendar

    Outlook 2010 Open Shared Calendar 2

  5. In the Open Shared Calendar pop-up, enter the e-mail address OR part of the person’s name whose calendar you want to open.
    If you are given a list of possible calendar matches, select the one you want.

    Outlook 2010 Open Shared Calendar 3

  6. Click OK.  The shared calendar will be displayed next to your calendar with a different color scheme.

    Outlook 2010 Open Shared Calendar 4

  • On the left navigation pane, the shared calendar will be listed under Shared Calendars.
  • You can turn on/off the display of the any calendar by checking or un-checking the box next to the calendar name.
  • The level of detail that you see in the shared calendar depends on the permission the owner of the calendar gave you.  If you have edit permission, then you can add/modify/delete the entries in the shared calendar.

Opening another person’s Exchange folder

In order to access an Exchange shared mailbox, the manager of the shared mailbox must have granted you permission to it.

In Outlook 2010, you can open a folder someone shared with you through the following steps:

  1. In Outlook 2010, select the File tab, Info, click on Account Settings
  2. Highlight your Exchange account and click Change….

    Outlook 2010 Open Shared Folder

  3. Click  More Settings….

    Outlook 2010 Open Shared Folder 2

  4. Select the Advanced tab and click Add….

    Outlook 2010 Open Shared Folder 3

  5. Type in the name of the shared mailbox and click OK. In this example, we are wanting to access a shared mailbox named itac@txstate.edu.  You will enter the name of the mailbox that you want to access. Click OK      again to close the Exchange server window.

    Outlook 2010 Open Shared Folder 4

  6. You will be returned to the More Settings window, click OK

    Outlook 2010 Open Shared Folder 5

  7. Click Next

    Outlook 2010 Open Shared Folder 6

  8. Click the Finish button

    Outlook 2010 Open Shared Folder 7

  9. Click the Close button to close the Account Settings window

    Outlook 2010 Open Shared Folder 8

  10. After a short period of time that shared mailbox will appear in the mail folder list on the left side.

    Outlook 2010 Open Shared Folder 9

  11. If the shared mailbox does not show up properly, quit Outlook 2010 and restart your computer (or log out of Windows and log back in).

 


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