Microsoft Outlook Help

Unable to open a Shared Outlook Folder

When Microsoft Outlook is used with a Microsoft Exchange Server account, then users can create folders that can be shared with other users with similar account. However, under the following conditions, you may not be able to access a shared folder created by another user:

• The computer from which the sharing invitation is running Microsoft Outlook 2007.
• The computer that receives the sharing invitation is running an earlier version of Microsoft Outlook and not Outlook 2007.

Workaround Methods

You can workaround this problem by using one of the following methods.

Note: You choose the appropriate method based on the type of Outlook 2007 folder that is shared for you.

Method 1: Steps to open a default Outlook folder

If one of the default Outlook folders—Calendar, Contacts, Inbox, Journal, Notes, and Tasks are shared, follow the steps listed below:

1. When you receive the sharing invitation, note down the name of the Outlook 2007 folder that is shared.
2. Now, open the File menu, point to the Open command, and then select the Other User’s Folder command to display the Open Other User’s Folder dialog box.
3. In the Name box, type the name of the user who owns the folder, select the folder in the Folder type box, and then select the OK button.

Method 2: Steps to open a non-default Outlook folder

1. Ensure that you have at least Reviewer rights at mailbox level on the mailbox of the user who has sent the sharing invitation.
2. If you do not have the required rights, the user who owns shared Outlook folder needs to do the following:
   
   1. Right-click on the Mailbox – User_Name in the Outlook 2007 window, and then select Change Sharing Permissions.
   2. Click the Add button on the Permissions tab to display the Add Users dialog box.
   3. Specify the name of the user with whom the folder is to be shared, select Add, and then select OK.
   4. Select the name of the user added from the Name list and then from the Permissions Level box, select the Reviewer option.
   5. Finally, click OK to apply the changes and exit the dialog box.
      
3. After the other user grants you the appropriate rights on shared Outlook 2007 folder, you proceed in your Outlook (earlier version) program by selecting the E-mail Accounts command from the Tools menu.
4. Next, select the View or change existing e-mail accounts option, and then click on the Next button.
5. Select the name of your account on the Microsoft Exchange Server and then click on the Change button.
6. On the Exchange Server Settings page, click on the More Settings button.
7. On the Advanced tab in the Microsoft Exchange Server dialog box that is displayed, click the Add button.
8. Next, in the displayed Add Mailbox dialog box, type the name of the Outlook 2007 shared folder owner, and then select the OK button.
9. Select OK, select Next, and then select the Finish button to complete the task and exit the dialog box.
   
   This will display the Mailbox of the owner who shared the folder—Mailbox - SharedFolderOwnerName—for you in the Navigation pane.
   
10. Expand this mailbox, and then click on the folder shared for you to view its contents.