How to share folders, calendars, and accounts (Outlook 2010)

Scenario Feature Steps in Outlook Client Steps in Outlook Web Access

I want to share my calendar with other people.

NOTE: In Outlook, everyone can see free/busy time on your calendar by default.

Calendar Sharing

In Outlook, everything under your account name is considered to be a folder & behaves as such. You have a folder for calendar items, task items, contacts, etc.

  1. Choose Calendar in the Navigation Pane.
  2. Click Share Calendar on Ribbon.
  3. Click To: & select recipient(s) from the Global Address List.
  4. Select the level of details you want to share then click Send.

    NOTE: If you want persons to be able to open any of your appointments to see all details, then select Full details. If you want persons to be able to see only the subject and time of appointments, choose Limited details.
  5. To grant additional calendar permissions to some people, click Calendar Permissions button on the Ribbon, select the person's name, change their sharing permissions, click OK to save.
  1. Choose Calendar in the Navigation Pane.
  2. Click Share button located above the calendar to right of Navigation Pane.
  3. Choose Share This Calendar.
  4. Click To... to locate people from the Global Address List. Double-clicking the person's name will add them to your list. Click OK when done.
  5. Choose what you want to share: Free/busy information including subject and location OR All information.
  6. If desired, request permission to view the recipient's calendar.
  7. Click Send when you're done.

We have a department account and several people in our office need access to its calendar.

Calendar Sharing

  1. Log in to the department account.
  2. Use the exact same steps listed in the table cell above to give access to all persons that need it.
  1. Log in to Outlook Web Access (cas.auburn.edu) using the shared account login credentials.
  2. Use the exact same steps listed in the table cell above to give access to all persons that need it.

I need to add my coworker's calendar to my list of calendars so I can view it as needed.

Adding a calendar

You can add a calendar that someone has shared with you or you can see Free/Busy information by default for anyone's calendar in our system.

  1. Click Calendar in the Navigation Pane.
  2. Right-click My Calendar and choose Add calendar > From Address Book...
  3. Find the person(s) whose calendar(s) you wish to add. Use the Search box to help you. You can double-click a person's name to add it to the list of calendars. You can add a group of people all at one time. Click OK when done.
  4. The calendars should now be visible in the Navigation Pane. You can check or uncheck each person's calendar to view it or not view it.
  1. Click Calendar in the Navigation Pane.
  2. Click Share button located above the calendar to right of Navigation Pane.
  3. Choose Add Calendar.
  4. Click in the box under "Calendar from your organization" then type a name OR click the Name link to open the address book > type a name in the search box > double-click the name to select it. Click OK when done.
  5. The calendar should now be visible in the Navigation Pane. You can check or uncheck a calendar to view it or not view it.

I want to

share an email

folder.

Folder Sharing

  1. In the Navigation Pane, right-click the folder that you want to share > choose Properties > choose Permissions tab.
  2. Click Add... and select a person(s) from the Global Address List. Double-clicking a person's name will add it to your list. Click OK when done adding everyone you want to share the folder with.
  3. Select each name and choose a Permission Level from the drop-down list. If you are giving all people in your list the same permission level, you can highlight all names at once. Click OK to save.
  4. Select the folder above the current folder and follow the same steps for adding permissions. NOTE: you must provide folder visibility permissions throughout the entire path to the target folder for this to work. (See the example below).
  5. Repeat adding permissions for each folder level all the way up the hierarchy including the Mailbox (the folder with your email address as its name).

EXAMPLE: If you are sharing a folder with this path:

Mailbox > Inbox > Cabinet > Project Folder

You must grant permissions to 4 folders:

  1. Project Folder
  2. Cabinet or folder that contains "Project Folder"
  3. Inbox
  4. Mailbox

NOTE: you only have to give folder visibility for folders in 2, 3, & 4 above.

Notifying the recipient

Send an email message to the recipient indicating the shared folder permissions and provide the instructions shown in the following table cell.

N/A - you cannot set up sharing of email folders in the web client.

I need to see an email folder that my coworker shared with me.

Adding an Account

  1. Click the File tab > Info > Account Settings > Account Settings...
  2. Select your email address listed on the email tab under the Name column heading.
  3. Click the Change button.
  4. Click the More settings... button.
  5. Select the Advanced tab.
  6. Click the Add... button.
  7. In the Add mailbox window, type the other account's name or email address then click OK.
  8. Click OK > Next > Finish.
  9. Click Close.

N/A

I need to be able to place & accept appointments on my boss's/ coworker's calendar and I need to be able to send email for my boss/ coworker.

Adding a Delegate

NOTE: the only reason to use the Delegate feature is when one person needs to place & accept appointments &/or send mail for someone else. If you send mail for another person, the recipient will see that the mail was sent "on behalf of" the person who made you a Delegate.

Boss/coworker needs to log into his/her own account & add a Delegate using the steps below:

  1. File tab > Info > Account Settings > Delegate Access.
  2. Click Add button in the Delegates window.
  3. Find the person(s) add. To do this, type the full name(s) in the Search box then hit Enter. Click OK when done.
  4. In the Delegate Permissions window that appears, choose the permissions to grant. To allow your coworker to place appointments on your calendar, you must give Editor Permissions to the Calendar. To allow others to manage your mail, you must give Editor Permissions the Inbox. (In some cases, Author may be sufficient for managing the Calendar & Mail).
  5. Check the box, "Automatically send a message to delegate summarizing these permissions."
  6. Click OK twice to save your changes.
  7. Before your Delegate will be able to see the Inbox in the Navigation Pane, you must also grant folder visibility permissions on your username@auburn.edu folder:
    1. Right-click the folder > choose Folder permissions.
    2. Click Add button, select the person, click OK.
    3. Click Folder visible under Other.
    4. Click OK.

N/A

Someone has made me a Delegate to their account. What must I do to see the other person's Inbox to help manage their mail?

Adding an Account

NOTE: Using these steps in cell on right will add the other person's account to your Navigation pane & eliminate the need to open other user's folder repeatedly.

  1. Click the File tab > Info > Account Settings > Account Settings...
  2. Select your email address listed on the email tab under the Name column heading.
  3. Click the Change button.
  4. Click the More settings... button.
  5. Select the Advanced tab.
  6. Click the Add... button.
  7. In the Add mailbox window, type the other account's name or email address then click OK.
  8. Click OK > Next > Finish.
  9. Click Close.

Notes:

  1. When opening an Inbox as a Delegate, you will only see the Inbox folder, not the subfolders.
  2. If you ever need to have 2 Outlook windows open at once so you can switch from your own Inbox/Calendar to your boss's/coworker's Inbox/Calendar, right-click a folder & select "Open in New Window."
  3. When sending mail on behalf of your boss/coworker, you will need to display the From field & add the person's name with these steps:
    1. Open new message window > click Options > From
    2. Click From button > Other email Address
    3. Enter your boss's/coworker's name or address > OK

N/A

 

Last Updated: Dec. 02, 2011