How to view shared subfolders in an Exchange mailbox
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It's easy to share the default folders in your Exchange mailbox:
just give your co-worker permission to the folder. They can view the
contents using the File, Open, Other users folder command. Sharing
subfolders requires a bit more effort as the subfolders are not
accessible from the Open Other Users Folder dialog.
Administrators can use the tools listed
below to change the permissions on many mailboxes or folders at
once.
Before a person can view one of your folders, they need
permission. If they are a Delegate to your mailbox (Tools, Options,
Delegates) they may have permission to some or all of your mailbox
folders. If so, the delegate just needs to open your mailbox as a
secondary mailbox in their profile.
Right click on the folder you wish to share.
Choose Properties, select the Permissions tab.
If Default has Reviewer permission you won't need to add
individual names to the list unless they need more permissions
than the Default account has.
Click Add and select the names you want to share with from
the Global Address List.
Give them at least Reviewer permission so they have Folder
visible permission.
Click OK to close the dialog.
Repeat for each folder you wish to share.
If the person already has delegate access you won't need to do
anything more. If they do not have any access to your mailbox, you
need to give them Folder visible permission to the mailbox.
Right click on the mailbox root. This is the folder you
click on to display Outlook Today.
The Default account typically has no permission to the
entire mailbox. You can either give the Default account Folder
visible permission or click Add and select your co-worker's name
from the GAL.
Check the Folder visible box only. The permission
level remains set to None.
Click Ok to exit the dialog.
Opening the shared folder
The person you shared the folder with needs to add your mailbox
to their profile, as a secondary mailbox.
Go to Tools, Account Settings.
Select your Exchange account and press Change
Click More Settings
On the Advanced Tab, click Add
Type all or part of the name of the mailbox that was shared
with you. Select the correct name if presented with a list of
names.
Click Ok and work your way out of the dialogs and return to
Outlook.
The mailbox you added is now in your folder list and the
calendars you have permission to view will be listed in the Calendar
pane. Any other folders that this user was given permissions to
access will be visible in the folder list or appropriate modules.
Use U-BTech's ADDelegates to manage recipient and mailbox folder permissions. Delegate control, including the "Deliver meeting requests" setting, outlook folder permissions, Free/Busy options for controlling the time, subject and location details are now at your Active Directory MMC.
Controls and verifies Exchange Mailbox and public folder access rights and permissions. Manager then enables you to audit and update users' permissions in line with approved security policy and practices, e.g. when an employee changes roles within or leaves the company.
Assign permissions on multiple Exchange public folders and system folders and users can modify mailbox permissions in addition to public folder permissions, company-wide. It works with Exchange 5.5, 2000 and 2003; and, for reporting, you can print out current permissions on single or groups of folders. Version 2.
Symprex Folder Permissions Manager allows administrators to centrally manage all permissions on mailbox folders and public folders on Exchange 5.5, 2000 and 2003. Folder permissions can be listed and changed manually, or using templates with permissions settings created using the built-in wizard. Permissions can be applied to any number of mailboxes and folders at the click of a button.
Free tool from Microsoft for managing permissions on public and mailbox folders, including all the way down to the item level. Requires .NET Framework. For use with Exchange 2000 Server, Exchage Server 2003 and Exchange Server 2007.
Allows you to set default permissions on individual folders within mailboxes throughout your organization or on groups of mailboxes. Free.
More Information
If a person has delegate rights they can see all folders shared via
the Deletes tab (Tools, Options menu) and they will not be listed on
the Permissions tab of the folder properties.
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