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Exchange Hosting - Share a Calendar or Folder In Outlook

Prerequisites

Active Exchange services, see Add Hosted Services, Autodiscover Record, Outlook 2010 or 2007 installed.

Summary

This article demonstrates how to share a folder or calendar in Outlook 2007 & Outlook 2010.

As mentioned previously in the Autodiscover Record support article, certain higher functions of Exchange Mail require an Autodiscover record to work correctly in Outlook. To open an additional mailbox, an Autodiscover must be in place. Without one it is not possible, and absolutely will not work.

 


 

Share A Mailbox/Folder In Outlook 2010:


1. Permissions may be given out to the inbox, or to individually selected folders within the inbox (To give permissions to an individual folder, rather than the entire mailbox reference step 1a.) With Outlook 2010 open, locate the navigation pane in Outlook (typically one the left side of the screen), find the correct mailbox name and right click on it. From the menu that appears select Folder Permissions.


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1a. Individual folders may be selected instead of the mailbox. To select a folder open Outlook 2010 locate the navigation pane (typically one the left side of the screen), find the correct mailbox name and click the adjacent arrow to expand it (if it is not already). Right click on the proper folder, and from within the menu that appears select Folder Permissions.


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2. The permissions window for the mailbox will load, displaying the current mailbox access rights. By default no other user will have access to the given mailbox, so it will be necessary to add, and then configure their permissions. To add a new user, click the Add button.


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3. The global address list for the organization will load, displaying all distribution lists, and users (it is not possible to give access to contacts). First highlight the desired user by clicking on their name. Next click the Add-> button to display their name in the text field next to the button. Finally click the OK button to add the user.


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4. With the user now added, their permissions will need to be set and configured. The given permissions for a mailbox are as follows:


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Permission/Role LevelDelegate Rights
Owner Create, read, modify, and delete all items (e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create sub-folders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create sub-folders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create sub -olders, and modify and delete items and files you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None No permissions, folder cannot be opened.

Assign the appropriate permission to the user, and then click Apply to save the permissions.

 


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5. The target user will now have the designated permissions to the mailbox/folder. Changes made should reflect within five minutes after the application. If changes do not propagate, close/open Outlook, verify permissions, try again. Further persistence will require a download of the Offline Address Book, verification of an Autodiscover Record, and contacting support@itsolutionsnow.com

 

Share A Calendar In Outlook 2010:

1. As with folders, calendars may be shared with other users in an organization. To share a calendar first open Outlook 2010, locate the navigation pane (typically one the left side of the screen), and click on the Calendar button. There are then two options to get to calendar permissions, either from the navigation pane (first image), or the Outlook Ribbon Menu (second image). For the navigation pane, locate the calendar (appearing under My Calendars) right click on it, and then select from within the menu that appears, Share, and in the subsequent sub-menu Calendar Permissions. In the Ribbon Menu click the button entitled, Calendar Permissions. 


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2. The calendar properties window for the given calendar will load, displaying the current access rights. By default no other user will have access to the selected calendar, so it will be necessary to add, and then configure their permissions. To add a new user, click the Add button.


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3. The global address list for the organization will load, displaying all distribution lists, and users (it is not possible to give access to contacts). First highlight the desired user by clicking on their name. Next click the Add-> button to display their name in the text field adjacent to the button. Finally click the OK button to add the user.


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4. With the user now added, their permissions will need to be set and configured. The given permissions for a mailbox are as follows:


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Permission/Role LevelDelegate Rights
Owner Create, read, modify, and delete all items (e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create sub -olders As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create sub -olders (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create sub -olders, and modify and delete items and files you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Free/Busy time, subject, location Can view free/busy time, in addition to the meeting subject and location.
Free/Busy time Can view only free/busy time information.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None No permissions, folder cannot be opened.

Assign the appropriate permission to the user, and then click Apply to save the permissions.

 


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5. The target user will now have the designated permissions to the calendar. Changes made should reflect within five minutes after the application. If changes do not propagate, close/open Outlook, verify permissions, try again. Further persistence will require a download of the Offline Address Book, verification of an Autodiscover Record, and contacting support@itsolutionsnow.com

 

Share A Mailbox/Folder In Outlook 2007


1. Permissions may be given out to the inbox, or to individually selected folders within the inbox (To give permissions to an individual folder, rather than the entire mailbox reference step 1a.) With Outlook 2007 open, locate the navigation pane in Outlook (typically one the left side of the screen), find the correct mailbox name and right click on it. From the menu that appears select Folder Permissions.


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1a. Individual folders may be selected instead of the mailbox. To select a folder open Outlook 2007 locate the navigation pane (typically one the left side of the screen), find the correct mailbox name and click the adjacent arrow to expand it (if it is not already). Right click on the proper folder, and from within the menu that appears select Folder Permissions.


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2. The permissions window for the mailbox will load, displaying the current mailbox access rights. By default no other user will have access to the given mailbox, so it will be necessary to add, and then configure their permissions. To add a new user, click the Add button.


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3. The global address list for the organization will load, displaying all distribution lists, and users (it is not possible to give access to contacts). First highlight the desired user by clicking on their name. Next click the Add-> button to display their name in the text field next to the button. Finally click the OK button to add the user.


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4. With the user now added, their permissions will need to be set and configured. The given permissions for a mailbox are as follows:


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Permission/Role LevelDelegate Rights
Owner Create, read, modify, and delete all items (e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create sub -olders As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create sub -olders (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create sub -olders, and modify and delete items and files you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None No permissions, folder cannot be opened.

Assign the appropriate permission to the user, and then click Apply to save the permissions.

 


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5. The target user will now have the designated permissions to the calendar. Changes made should reflect within five minutes after the application. If changes do not propagate, close/open Outlook, verify permissions, try again. Further persistence will require a download of the Offline Address Book, verification of an Autodiscover Record, and contacting support@itsolutionsnow.com

 

Share A Calendar In Outlook 2007:


1. As with folders, calendars may be shared with other users in an organization. To share a calendar first open Outlook 2007, locate the navigation pane (typically one the left side of the screen), and click on the Calendar button. The navigation pane will display the available calendars under My Calendars, right click on the correct calendar and then select Properties from within the menu that appears. 


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2. The calendar properties window for the given calendar will load to the General tab by default. Click the Permissions tab to display the current access rights. By default no other user will have access to the selected calendar, so it will be necessary to add, and then configure their permissions. To add a new user, click the Add button.


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3. The global address list for the organization will load, displaying all distribution lists, and users (it is not possible to give access to contacts). First highlight the desired user by clicking on their name. Next click the Add-> button to display their name in the text field adjacent to the button. Finally click the OK button to add the user.


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4. With the user now added, their permissions will need to be set and configured. The given permissions for a calendar are as follows:


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Permission/Role LevelDelegate Rights
Owner Create, read, modify, and delete all items (e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create sub -olders As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create sub -olders (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create sub -olders, and modify and delete items and files you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Free/Busy time, subject, location Can view free/busy time, in addition to the meeting subject and location.
Free/Busy time Can view only free/busy time information.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None No permissions, folder cannot be opened.

Assign the appropriate permission to the user, click Apply, and then OK, to save the permissions.

 


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5. The target user will now have the designated permissions to the calendar. Changes made should reflect within five minutes after the application. If changes do not propagate, close/open Outlook, verify permissions, try again. Further persistence will require a download of the Offline Address Book, verification of an Autodiscover Record, and contacting support@itsolutionsnow.com

 

 


 

What Is Next?

Download Offline Address Book,

Open An Additional Mailbox In Outlook and Outlook Web Access,

View A Public Folder In Outlook.

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