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  1. #1
    3 Star Lounger
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    Add other users Inbox and folders to my outlook? (2003)

    There are two of us working on a project and we wanted to see if we can setup Outlook so that I can see my partners inbox and selected folders from inside my Outlook. If anyone of us goes on vacation, we need to keep up with either mail.

    How can I set up my Outlook to keep current with his inbox and selected folders? Also, he with mine.

  2. #2
    Plutonium Lounger
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    Re: Add other users Inbox and folders to my outlook? (2003)

    Are you on Exchange server? If so, you can give each other permissions to folders in your mailbox - right-click a folder, select Properties, and activate the Permissions tab.
    You can then specify that you want to open the other's mailbox in your account.

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    Uranium Lounger
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    Re: Add other users Inbox and folders to my outlook? (2003)

    Addendum to Hans reply - it's my experience that you can ONLY look at each other's default Outlook Folders - you will not be able to look at any Folders that each user created, no matter what permissions you set up. (The 'default' Folders are the ones that Outlook creates when it is first started.) Many people have told me that they can look at any Folder they are given permissions to but in my fairly standard corporate Exchange environment, our best technical people have never been able to give me access to a secondary Calendar my assistant created. I hope you have better luck than I do.

    I found a complex way around this by creating a Shortcut through a number of steps, see <post#=376,570>post 376,570</post#>.
    -John ... I float in liquid gardens
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  4. #4
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    Re: Add other users Inbox and folders to my outlook? (2003)

    We were just able to add his mailbox and folders to my Outlook. We went Tools, Email Accounts, etc. and basicly added an account to my Outlook. It shows up at the bottom and now I have: Mailbox - My name and Mailbox - His name. I can open his Inbox, and move the message to a folder in his outlook. Part of our goal is done.

    THe next part now, we have forms that need to be updated and new informaiton entered in the fields, update the database, a copy sent back to the requestor and the master saved in a fodler.
    Now we need to work on being able to read/write/save to the requests from our clients.

  5. #5
    Uranium Lounger
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    Re: Add other users Inbox and folders to my outlook? (2003)

    My tech people did that with my assistant's Exchange mailbox, and I was not able to get to anything other than default folders.

    Edit: if you can set up your coworkers Exchange account on your Outlook without help from your IT folks, you have Admin rights, which I do not. (And despite the fact that I'm a wonderful, trustworthy, and loyal employee, and an officer of the company, under company policy, I never will. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>)
    -John ... I float in liquid gardens
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  6. #6
    Platinum Lounger
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    Re: Add other users Inbox and folders to my outloo

    OK

    Thinking outside the box here. Why don't you create a third email account and then you both have permissions to that. You can have "sent on behalf of" type mail. If you provide permissions to all folders mailbox- x downwards I would say you have a good way of dealing with the files <img src=/S/2cents.gif border=0 alt=2cents width=15 height=15>
    Jerry

  7. #7
    Super Moderator WebGenii's Avatar
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    Re: Add other users Inbox and folders to my outloo

    John
    Here is how I've set up on an Outlook/Exchange server.
    Scenario:
    I wanted to share a custom Task List folder with a couple of co-workers, so they would know what I'm up to. But this has also worked for custom calendars etc.
    On Your Computer
    <font color=red>Step 1:</font color=red> While in Folder List view select your Mailbox (not just the inbox). Right-Click the Mailbox and choose Properties>Permissions.
    Grant Reviewer access to those individuals you will be sharing your calendars/mail/task lists with. This reviewer access is required so that they can see the folders in question. Even if you grant permissions to those folders; if the mailbox won't let you see them, you'll never know they are there.
    <font color=red>Step 2:</font color=red> After you have created the folder you wish to share (regardless of type). Right-Click the folder and choose Properties>Permissions. Grant the type of permissions you want the individual to have. These can be more powerful permissions than the Reviewer permissions you granted at the mailbox level.
    On Recipient Computer<font color=red>
    Step1:</font color=red>
    Go to Tools>Email Accounts.
    Open the existing email account for editing.
    Now, depending on the version of Outlook, the steps will vary. On my Outlook 2003 install, it goes something like this:
    More Settings>Advanced

    What you are looking for is the dialog that lets you indicate what additional mailboxes will be opened when Outlook is launched and the primary mailbox is opened.
    Click the Add button and you have to type in your user name (not pick it from a list <img src=/S/shrug.gif border=0 alt=shrug width=39 height=15> go figure). Obviously the name has to be entered correctly. This is probably the most difficult step.
    Now leave the dialog box clicking OK as necessary.
    <font color=red>Step 2:</font color=red>
    Close and reopen Outlook
    <font color=red>Step 3:</font color=red>
    Open the folder list, your mailbox should be listed with the + sign beside it. Click the + sign and your shared folders should be visible. Click on those shared folders and you will be able to view the content and work with them as per the permissions granted earlier.
    Note: clicking on the Mailbox is not enough. You must actually select the named folder to view its' contents.



    hope this works for you...let me know
    [b]Catharine Richardson (WebGenii)
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  8. #8
    Uranium Lounger
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    Re: Add other users Inbox and folders to my outloo

    <img src=/S/thankyou.gif border=0 alt=thankyou width=40 height=15> Hallelujah! It works. You are an <img src=/S/angel.gif border=0 alt=angel width=15 height=21>. Furthermore, I can add that Special Calendar to My Calendars, and have it accessible without navigating the folder hierarchy. I have only been pushing on this 'Pull' door for two years.
    -John ... I float in liquid gardens
    UTC -7ąDS

  9. #9
    Super Moderator WebGenii's Avatar
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    Re: Add other users Inbox and folders to my outloo

    Glad to hear it!
    [b]Catharine Richardson (WebGenii)
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    Moderator: Spreadsheets, Other MS Apps, Presentation Apps, Visual Basic for Apps, Windows Mobile

  10. #10
    Super Moderator jscher2000's Avatar
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    Re: Add other users Inbox and folders to my outloo

    Long ago I have used this technique of assigning permissions to folders, and had problems with some of my hierarchically organized folders. Perhaps I made a misstep along the way, but the upshot was that I had to manually apply the same permissions to dozens of subfolders. Grrr...

  11. #11
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    Re: Add other users Inbox and folders to my outloo

    Your right this is a lot better and works upto a point fo rme. I also have a couple of forms where we have to update the form and enter a date a project was completed. I found that I was not able to update the forms this way. Not sure why, right now we have these same forms in our Public Folders section/subfolder and we are able to go there, call up the form and update them.

    Thanks

  12. #12
    Super Moderator WebGenii's Avatar
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    Re: Add other users Inbox and folders to my outloo

    custom forms are a complete mystery to me...
    [b]Catharine Richardson (WebGenii)
    WebGenii Home Page
    Moderator: Spreadsheets, Other MS Apps, Presentation Apps, Visual Basic for Apps, Windows Mobile

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