OL97: Adding a Shortcut Icon to Access Another User's Calendar

MORE INFORMATION

To access another user's calendar from a shortcut, the other user must first grant you permissions to her or his Mailbox and Calendar folder. Then, you can create a shortcut to access the other user's calendar.

NOTE: The following procedure applies to any of the Messaging Application Program Interface (MAPI) folders in Outlook, not just the Calendar.

Granting Permissions to the Mailbox

1. In Outlook, using the right mouse button, click the Mailbox in the Folder list, and then click Properties on the shortcut menu.
2. In the Mailbox Properties dialog box, click the Permissions tab.
3. Click the Add button to insert the name of an individual to whom you are granting access. Or, use Default if you want to grant access to all users.
4. Select Read Items from the permissions group.
5. Click OK.

Granting Permissions to the Calendar Folder

1. In Outlook, using the right mouse button, click the Calendar folder in the Folder list, and then click Properties on the shortcut menu.
2. In the Calendar Properties dialog box, click the Permissions tab.
3. Click the Add button to insert the name of an individual to whom you are granting access. Or, use Default if you want to grant access to all users.
4. Select the desired permissions level by selecting a role from the Roles list or by selecting specific permission items.
5. Click OK.

Adding an Outlook Bar Shortcut to the Other User's Calendar

1. On the Outlook Tools menu, click Services.
2. In the Services dialog box, select the Microsoft Exchange Server service, and then click Properties.
3. In the Microsoft Exchange Server dialog box, click the Advanced tab, and then click the Add button to add the user name of the Mailbox you want to access.
4. Click OK three times to exit the Tools menu.
5. From the Folder List, expand the Mailbox of the added user.
6. Click on the Calendar folder and drag it to the Outlook bar.

WARNING: ANY NEW FOLDERS THAT YOU CREATE UNDER THE ROOT FOLDER WILL INHERIT THE PERMISSIONS OF THE ROOT AND MAY COMPROMISE YOUR PRIVACY. If you grant reviewer (read) permission to the root your existing folders will not be affected. However, any new folders that you create will inherit the reviewer (read) permission. After you create a new folder, you should set its properties and explicitly remove the inherited permissions to ensure privacy.