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Windows Server Forum / Exchange Server / Clients / June 2005

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How to share calendar subfolder?

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jim - 23 Jun 2005 20:14 GMT
Windows XP (SP2)
Outlook 2003 (SP1)
Exchange 2000 (SP3)

I've created a new calendar which appears underneath my default Exchange
calendar in the Outlook folder list.  I then assigned share permissions to a
group of users.  How do they open this shared calendar?  It looks like the
only calendar they can see is my default calendar.

Any advice is appreciated!

jim
Matt - 23 Jun 2005 21:19 GMT
So, you're running Exchange?  Here's the way I do it:
Right click on your Exchange "mailbox".  Go to "sharing".  Give the proper
users  "folder visable" right only.  Then right click that new calendar, go
to "sharing" again, and give the users the level of access you require.  Now
go to their Outlook and navigate to the email account settings, view or
change..., change, more settings,   and under the "advanced" tab add your
mailbox.  When you set it up this way the user has the calendar available
everytime Outlook is run.  You can also do the file, open other users folder
thing, but they would have to do that everytime they open Outlook.  Good luck.

> Windows XP (SP2)
> Outlook 2003 (SP1)
[quoted text clipped - 8 lines]
>
> jim
jim - 23 Jun 2005 21:47 GMT
They can add the mailbox to their folder list, but it won't expand (there's
no "+" sign next to the mailbox name).  Does it need time to synchronize or
something?

> So, you're running Exchange?  Here's the way I do it:
> Right click on your Exchange "mailbox".  Go to "sharing".  Give the proper
[quoted text clipped - 24 lines]
>>
>> jim
jim - 23 Jun 2005 21:50 GMT
Using File -> Open -> Other User's Folder only show's that users default
calendar.  There's no entry for the subfolder created underneath the
default.  Unfortunately that's the one i want to share.

> So, you're running Exchange?  Here's the way I do it:
> Right click on your Exchange "mailbox".  Go to "sharing".  Give the proper
[quoted text clipped - 24 lines]
>>
>> jim
Matt - 24 Jun 2005 13:10 GMT
Jim,

do you want to share your personal calendar?  If you only want to share your
'shared" calendar, move it under the "root" folder (mailbox) and take a good
look at the permissions for root and the calendar.  Sorry if this hasn't been
any help.  Unfortunately, if I could see it I could probably help more.  Good
luck.

> Using File -> Open -> Other User's Folder only show's that users default
> calendar.  There's no entry for the subfolder created underneath the
[quoted text clipped - 28 lines]
> >>
> >> jim
jim - 24 Jun 2005 14:05 GMT
It looks something like this..

Mailbox - LastName, FirstName
Calendar
     |--> Shared Calendar
Contacts
Deleted
Drafts
Inbox
     |-->Inbox Subfolder 1
     |-->Inbox Subfolder 2

This is an approximation of how my Exchange-based (NOT  PST) folder list
looks.  It's the shared calendar underneath the default calendar that i want
users to see and access.

Does that help?

> Jim,
>
[quoted text clipped - 47 lines]
>> >>
>> >> jim
Lee Li [MSFT] - 27 Jun 2005 09:13 GMT
Hi Jim,

It seems you have not seen my steps. In my previous thread, I provided
detailed steps addressing your question. For your reference, I paste them
as below.

"First I would like to assume the following scenario: UserA has a sub
calendar which you would like to share with UserB.

1. Start Outlook with UserA account.
2. On the Tools menu, click Options.
3. On the Delegates tab, click Add.
4. Type UserB who will access the sub-calendar of UserA, click Add, and
then click OK.
5. In the Delegate Permissions dialog box, click to select "Editor (can
read, create, and modify items)" in Calendar list.
6. Click OK twice.
7. If the Folder List is not visible, on the View menu, click Folder List.
8. Right-click the Mailbox - <user name of UserA account>, and then click
"Properties for 'Mailbox - < user name of UserA account>'" on the shortcut
menu.
9. On the Permissions tab, click Add.
10. Type or select the UserB who will access sub-calendar of UserA, click
Add, and then click OK.
11. In the Name box, click UserB accounts.
12. In the Roles list, select permission at least as Reviewer, and then
click OK.
13. Right click the Calendar folder, click Properties.
14. In Permission tab, you will see UserB in the delegate list. Click UserB
accounts. In the Roles list, select permission at least as Reviewer, and
then click OK.
15. Right click the sub-calendar folder, click Properties.
16. In Permission tab, you will see UserB in the delegate list. Click UserB
accounts. In the Roles list, select permission at least as Reviewer, and
then click OK.
17. Click Ok to save the setting.

18. Then logon UserB mailbox by Outlook.
19. Click Tools menu and click E-mail Accounts.
20. Select View or change existing e-mail accounts and click Next
21. Select the Exchange account and click Change.
22. Click More Settings.
23. Click Advanced tab.
24. Click Add to add the UserA's mailbox in the Open these additional
mailboxes list.
25. Click OK, click Next and click finish. Then, you will see the Mailbox -
<UserA display name> with sub-calendar inside."

I hope this helps. Meanwhile, Jim, I noticed that you usually submit the
same question in several newsgroups. In order to avoid confusion, we
usually only work with customer on one thread, and archive all other
duplicated posts. I hope you can understand it can make us more convenient
toward the solution and lessen the confusion for both of us. So in the
future, I hope you can identify the property of your question and then
submit it only on one related newsgroup so that a dedicated engineer only
focus on this question. I highly appreciate your cooperation and
understanding.

Have a nice day!

Lee Li


Jocelyn Fiorello [MVP - Outlook] - 23 Jun 2005 23:51 GMT
The users in question must have at least Reviewer permissions to your mailbox
as a whole, in addition to the folder-level permissions, in order for them to
see those subfolders when they add your mailbox.

Signature

Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

> Windows XP (SP2)
> Outlook 2003 (SP1)
[quoted text clipped - 8 lines]
>
> jim
jim - 24 Jun 2005 14:48 GMT
This would've saved us all a lot of time (lol)!

http://office.microsoft.com/en-us/assistance/HA011134811033.aspx

> The users in question must have at least Reviewer permissions to your
> mailbox
[quoted text clipped - 16 lines]
>>
>> jim
Lee Li [MSFT] - 24 Jun 2005 05:15 GMT
Hi Jim,

Thanks for posting here. Thanks for Jocelyn and Matt for sharing
experience. In order to let other can see the sub-calendar folder, please
follow the steps below.

First I would like to assume the following scenario: UserA has a sub
calendar which you would like to share with UserB.

1. Start Outlook with UserA account.
2. On the Tools menu, click Options.
3. On the Delegates tab, click Add.
4. Type UserB who will access the sub-calendar of UserA, click Add, and
then click OK.
5. In the Delegate Permissions dialog box, click to select "Editor (can
read, create, and modify items)" in Calendar list.
6. Click OK twice.
7. If the Folder List is not visible, on the View menu, click Folder List.
8. Right-click the Mailbox - <user name of UserA account>, and then click
"Properties for 'Mailbox - < user name of UserA account>'" on the shortcut
menu.
9. On the Permissions tab, click Add.
10. Type or select the UserB who will access sub-calendar of UserA, click
Add, and then click OK.
11. In the Name box, click UserB accounts.
12. In the Roles list, select permission at least as Reviewer, and then
click OK.
13. Right click the Calendar folder, click Properties.
14. In Permission tab, you will see UserB in the delegate list. Click UserB
accounts. In the Roles list, select permission at least as Reviewer, and
then click OK.
15. Right click the sub-calendar folder, click Properties.
16. In Permission tab, you will see UserB in the delegate list. Click UserB
accounts. In the Roles list, select permission at least as Reviewer, and
then click OK.
17. Click Ok to save the setting.

18. Then logon UserB mailbox by Outlook.
19. Click Tools menu and click E-mail Accounts.
20. Select View or change existing e-mail accounts and click Next
21. Select the Exchange account and click Change.
22. Click More Settings.
23. Click Advanced tab.
24. Click Add to add the UserA's mailbox in the Open these additional
mailboxes list.
25. Click OK, click Next and click finish. Then, you will see the Mailbox -
<UserA display name> with sub-calendar inside.

Hope this helps. Thanks and have a nice day!

Lee Li
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security

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