Wednesday, January 16, 2008

Assign Permissions to view non-default Outlook folders

I often see requests that require them to share the contents of particular folders in their Outlook folder list that are not necessarily part of the “Default” folders that can be delegated via the Outlook delegates option. The default folder include the Calendar, Inbox, Tasks, Contacts, Notes and Journal. If you need to share these folders then all you need to do is assign the group/user as a delegate. To complete the delegate option see here.

However if you have to share a subfolder of your Inbox what do you do? You can assign users permissions to view your whole mailbox however what if you need a more secure option?

In this example lets say that Joe has a folder in his Inbox called “Quotes” and they require that Bill has access to view the contents of this folder whilst not being able to view any other folders. Since “Quotes” is not one of the default folder you need to assign specific permissions to the “Quotes” folder.

From Joe’s Outlook session browse down to the “Quotes” folder. Rights click the folder > Select Properties > Select Permissions > Select Add > Find Bill’s account in the Global Address List > Select OK > Select the Permission Level and Click OK.

Since the “Quotes” folder is a subfolder of Joe’s mailbox you need to have permissions to browse to the folder from the top level of the mailbox. Every Exchange mailbox is made up of a top level folder usually named “Mailbox – Display Name”. Therefore Joe’s mailbox would be “Mailbox – Joe”. Therefore you need to right-click this folder also and repeat the steps to provide access for Bill to this folder of at least Reviewer level.

Next you need to open the folder. Once again because this folder is not one of the default folders you need to add Joe’s mailbox as an additional mailbox on Bill’s Outlook profile. In order to do this from Bill’s Outlook session Select Tools > Email Accounts > View or change existing Accounts > Next > Change > More Settings > Advanced > Add > Enter in Joe’s user name and select OK. Finally OK out of the Email accounts window.

You should now see the “Mailbox – Joe” listed in the Outlook folder list on Bill’s Outlook session. You should also be able to expand this folder and view the “Quotes” folder that you assigned permissions for earlier.

Further Information
Setting Folder Permissions in Outlook - what really happens?

1 comment:

Frank Mullican said...

There is also security explorer for exchange that is a great solution for managing exchange security permissions in the most intuitive way by showing every object's permissions in a tree view.

It also includes powerful abilities for managing permissions on public folders like calendar, inbox and contacts, permissions backup and cloning.