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Outlook: Editing Permissions on Exchange Resources (versions 2003, 2007, 2010, and 2013)

Overview

Resources such as mailboxes and calendars can be accessible to other users within an Exchange organization if the owner of the mailbox grants the appropriate permissions. Permission levels can be set to allow others to read or create items. This document explains how to set permissions with these versions of Microsoft Outlook: 2007, 2010, and 2013.

Note: The ability to manage another user’s calendar or inbox is the role of a delegate. Configuring a calendar/inbox for delegate permissions is explained in the document Setting Delegates in Outlook which can be viewed in the Help/How To Section.

Sharing Your Calendar

Outlook 2007

1.  If the Navigation Pane is not visible on the left-hand side of the Outlook window, press Alt-F1.

2.  Click on the Calendar button in the Navigation Pane.

Click Calendar Button

3.  Click on the Share My Calendar link in the Navigation Pane.

Share My Calendar at bottom

4.  The Calendar properties window will display. Any permissions that are currently set on the calendar will be listed here.

Calendar Permissions List

Note: If you had assigned permissions for your previous departmental Exchange address, these permission settings may appear in Enterprise Exchange as a string of characters made up of the numbers 0 through 9 and the letters A through F. If this occurs, simply delete these character strings and update your permissions by completing the instructions that follow.

5.  Any person or group listed in the Global Address List can be given permissions to view or edit resources. People who are not on Exchange will not be able to view Exchange resources. Click the Add… button to select the contact to whom you would like to grant permissions.

6.  Once a contact is selected, the permission level can be set for that contact from the drop-down menu. Permission levels are explained in Appendix 1.

7.  To make a calendar viewable only, select the Reviewer option. This means that the individuals viewing your calendar can not edit or change appointments.

8.  Click on OK.

 

Outlook 2010 & 2013

1.  Make sure you are viewing your Calendar. Click the Home tab.

2.  Click on the Share Calendar button.

Share Calendar Button

3.  Click the To button and select the name of the person with whom you want to share the calendar.

Select 'To' Button

4.  Click Send.

 

Viewing Another User’s Calendar

Outlook 2007

1.  To view a shared calendar, click on the Open a Shared Calendar link on the Navigation Pane. If the Navigation Pane is not visible on the left-hand side of the Outlook window, press Alt-F1.

Open a Shared Calendar at bottom

2.  Click on the Name button to view the Global Address List. Proceed to step 4 under Outlook 2010 & 2013 below.

Click Name Button

Outlook 2010 & 2013

1.  Make sure you are viewing your calendar. Click the Home tab.

2.  Click on the Open Calendar button.

3.  Select From Address Book.

Select From Address Book

4.  Select the name from the Global Address List. Click OK when finished.

Select Name from Address List

 

Sharing Your Mail Folders

Outlook 2007

1.  To share a mailbox, click on the Mail button in the Navigation Pane.

Click Mail Button

2.  Click with the right mouse button on the mail folder that is to be shared and choose Sharing.

Right Click desired folder

3.  Click the Add… button to select the contact to whom you would like to grant permissions. Set the level of permissions based on the information provided in the Permission Levels Table in Appendix 1 at the bottom of this page. Click on OK when finished.

Add contact permission

Outlook 2010 & 2013

1.  Select the folder you want to share from your Inbox.

2.  Right-click on the folder to view the Properties.

 View Folder Properties

3.  Click Permissions.

4.  Click Add and select the person with whom you want to share the folder from the Global Address List.

5.   Set the level of permissions based on the information provided in the Permission Levels Table in Appendix 1 at the bottom of this page. 

6.  Click on OK when finished

        Permissions Display 

 

Viewing Another User’s Mail Folder

Outlook 2007

1.  The mailbox can be viewed by going to the File menu and choosing Open and the selecting Other User’s Folder.

Select Other User's Folder

 

Outlook 2010 & 2013

1.  Click the File tab and select Open (Outlook 2010) or click the File menu and select Open & Export (Outlook 2013).

2.  Select Other’s User’s Folder.

Select Other User's Folder

2.  Click on the Name button to view the Global Address List.

Click Name Button

3.  Select the name from the Global Address List. Click OK when finished.

Select Name from Address List

 

 

Appendix 1

Permission Level Table

With this permission level (or role)

You can

Owner

Create, read, modify, and delete all items and files, and create subfolders. 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 subfolders. (Does not apply to delegates.)

Editor

Create, read, modify, and delete all items and files.

Publishing Author

Create and read items and files, create subfolders, 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

You have no permissions. You can't open the folder.