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Microsoft Outlook 2007

Adding a Mailbox to Your Folder List

This document describes the steps necessary for adding another mailbox to your Folder list. In this multi-step process, the mailbox owner sets permissions allowing a designee access to specific folders. Then, the designee can add the designated folder(s) to his/her Folder list.

For example, a program assistant might need to monitor and respond to a department chair's email messages. This is a multi-step process in which the department chair (mailbox owner) must set permissions allowing the program assistant (designee) access to the one or more of the chair's folders. After the folder-level permissions have been set and the mailbox made visible to the designee, the program assistant can add the department chair's mailbox to his/her Folder list.

return to topMailbox Owner: Step 1, Setting Folder-Level Permissions

The mailbox owner must set permissions on each individual folder (e.g., Calendar, Inbox) that the designee is to access. If the folder you are granting permission to is a subfolder (e.g., subfolder of your Inbox), you must make the parent folder visible as well.

  1. If the Folder list is not visible, from the Go menu, select Folder List

  2. Right click the folder to which you are granting access » select Change Sharing Permissions...
    The (Folder) Properties dialog box appears.
    Inbox Properties dialog box: Permissions tab

  3. If necessary, select the Permissions tab

  4. Click ADD...
    The Add Users dialog box appears.
    Add Users dialog box

  5. In the Type Name or Select from List text box, type or select the name of the person to whom you are granting access

  6. Click ADD->

  7. Click OK
    You are returned to the Properties dialog box.

  8. If not already selected, in the Name section, select the name of the designee you added

  9. In the Permissions section, from the Permission Level pull-down list, select the appropriate role
    NOTE: Based on your selection, the specific permissions available for that level appear as checkboxes below the Permission Level pull-down list.
    Permissions section of the Properties dialog box

  10. Select or deselect the specific permissions given for that level as appropriate
    NOTE: Folder visible must be selected.

  11. Click OK
    The designee now has access to this particular folder.

return to topMailbox Owner: Step 2, Making Your Mailbox Visible

The mailbox owner must set permission for the entire mailbox so the designated folder(s) within their mailbox will be visible to the designee.

  1. If the Folder list is not visible, from the Go menu, select Folder List

  2. From the Folder list, right click Mailbox - (Your Full Name) » select Change Sharing Permissions...
    The Outlook Today - [Mailbox - (Your Full Name)] Properties dialog box appears.

  3. If necessary, select the Permissions tab

  4. Click ADD...

  5. In the Type Name or Select from List text box, type or select the name of the person to whom you are granting access

  6. Click ADD->

  7. Click OK
    You are returned to the Outlook Today - [Mailbox - (Your Full Name)] Properties dialog box.

  8. If not already selected, in the Name section, select the name of the designee you added

  9. In the Permissions section, from the Permission Level pull-down list, make sure None is selected
    Permissions section of the Properties dialog box

  10. In the Permissions section, ensure that Folder visible is selected
    NOTE: The option is selected if a check mark appears.

  11. Click OK
    The dialog box closes.

return to topDesignee: Step 3, Adding a Mailbox to Your Folder List

After the mailbox owner has set permission for access to his/her designated mailbox folder(s) and has made his/her mailbox visible, the designee can add the mailbox owner's mailbox to his/her Folder list for easy access.

  1. From the Tools menu, select Account Settings...
    The E-mail Accounts wizard opens.

  2. If necessary, select the E-mail tab

  3. Click CHANGE...Change button
    The Change E-mail Account dialog box appears.

  4. Click MORE SETTINGS...
    The Microsoft Exchange dialog box appears.

  5. Select the Advanced tab

  6. In the Mailboxes section, click ADD...
    The Add Mailbox dialog box appears.

  7. In the Add mailbox text box, type the username of the mailbox owner

  8. Click OK
    The Add Mailbox dialog box closes.

  9. Click OK
    The Microsoft Exchange dialog box closes.

  10. Click NEXT

  11. Click FINISH
    The new mailbox is added to the designee's Folder list.
    HINT: If you are not seeing any folders within the new mailbox, click the plus (+) sign next to the mailbox.

  12. To close the Account Settings dialog box, click CLOSE

return to topDesignee: Removing a Mailbox from Your Folder List

After the designee no longer needs access to the mailbox, it can be removed from the Folder list.

  1. From the Tools menu, select Account Settings...
    The E-mail Accounts wizard opens.

  2. If necessary, select the E-mail tab

  3. Click CHANGE...Change button
    The Change E-mail Account dialog box appears.

  4. Click MORE SETTINGS...
    The Microsoft Exchange dialog box appears.

  5. Select the Advanced tab

  6. In the Mailboxes section, from the Open these additional mailboxes scroll list, select the mailbox you would like to remove

  7. Click REMOVE
    A confirmation dialog box appears.

  8. Click YES

  9. Click OK
    The Microsoft Exchange dialog box closes.

  10. Click NEXT

  11. Click FINISH
    The mailbox is removed from the designee's Folder list.

  12. To close the Account Settings dialog box, click CLOSE

return to topMailbox Owner: Removing Permissions to Your Mailbox

To prevent the designee from accessing folders after permissions have been granted, the mailbox owner must remove permissions on each individual folder (e.g., Calendar, Inbox) that the designee has permission to access. If the folder you are removing permission from is a subfolder (e.g., subfolder of your Inbox), you remove permission from the parent folder as well.

  1. If the Folder list is not visible, from the Go menu, select Folder List

  2. Right click the folder to which you are removing access » select Change Sharing Permissions...
    The (Folder) Properties dialog box appears.

  3. If necessary, select the Permissions tab

  4. In the Name section, select the name of the designee whose access you want to remove

  5. Click REMOVE

  6. Click OK
    The designee no longer has permissions to access your mailbox.

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