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Sharing Default Folders with Other Users
Author: Simon Butler, Exchange MVP, MCSE

Using Outlook it is possible to view, modify and create entries in to other's diaries and tasks list. This feature is a two part process which needs to be carried out at the machine of both the host and the person who wants to view the host's folder.
It cannot be completely remotely by an admin at the and both parties need to be in the same organisation. You cannot use this feature to share your diary with someone working at another company.

This example uses the Calendar folder, but tasks or any of the standard folders within Outlook can be shared in this way.

If you want to share another folder other than the default folder, then you have to use a slightly different method, which is outlined here.

Manager's Machine

On the manager's machine you need to grant permissions to the assistant to view the Calendar.

1. Right click on the Calendar folder and choose "Properties".
   (In Outlook 2003 you can choose Sharing and it goes straight to the required tab).
2. Click on the permissions tab. If the permissions tab is not visible then you are working offline. You need to be online to set up this feature.
3. Click on the Add button, and find the assistant on the list of users. Highlight and press Add to add them to the list. Then press ok.
4. Change the permissions from "None" to those that you want to grant. You can either use on the of the built in levels, or create your own. The predefined levels are:
   • Contributor - can add items but cannot see anything. This is fairly restricted.
   • Reviewer - can see everything but cannot add, change or delete any entries.
   • Non editing Author - can see everything and can add entries. Cannot edit the entries once they have been made.
   • Author - can create new entries. Can also work with entries they have created themselves, delete, modify etc. (This is the entry most suitable in this example).
   • Publishing author - as author, but can create sub folders (of little use in the example).
   • Editor - can work with all items including creation, modification and deletion of any items in the folder
   • Publishing editor - as editor but can create sub folders (of little use in the example).
   • Owner - can do everything, including assign permissions. This is the default state for the main user of the folder.
5. Once you have set the permissions as required, press Apply and then OK to exit.

On The Assistant's Machine

The assistant's machine now needs to have the manager's task list opened. It is possible to have more than one diary open within Outlook, so all members in a team could see each other's diary, with access limited by the permissions. 

1. In Outlook, click File, Open, Other User's Folder.
2. Ensure Calendar is selected
3. Click on the names box to open up the address book and choose the person you want to open. You can only do one at a time.
4. After pressing OK the other person's calendar will open.

The manager doesn't have to be online for the assistant to see their calendar, as it is server based.

These permissions can also be used with the Team Calendar feature.

Keeping Items Private

If you have items in your tasks or calendar which you would prefer to be kept private, then you should tick the private box on the item. The items will not be visible to anyone with access to your folders.

Related Links

• Team Calendar - a tool that was withdrawn by Microsoft allowing you to view a team's calendar in one place.
• Viewing Shared Calendars - other options available for viewing shared calendars - and other folders.
• Sharing Folders Centrally - how to use tools to make this change for a large number of users.
• Sharing and Accessing Non-Default Folders - how to share and access folders other than the default ones and have those folders permanently open in Outlook.