Sharing Contacts SubFolders

[Guest]

When I share my contacts to other users on our network, they are unable to
view the subfolders. How can they see my subfolders?

 

[Sue Mosher [MVP-Outlook]]

In versions before Outlook 2007, to provide access to a shared folder that isn't one of the folders listed on the File | Open | Other User's Folder dialog, the mailbox owner needs to grant "folder visible" permission to the root of the mailbox and any other parent folders of the shared folder, as well as appropriate permission -- at least Reviewer -- on the shared folder itself.

The user who needs access then goes into Tools | E-mail Accounts or Tools | Services (depending on the Outlook version), brings up the properties for the Exchange Server service, and on the Advanced tab, adds the mailbox.

For more information on folder permissions, with how-to screen shots, see http://www.howto-outlook.com/howto/permissions.htm and http://office.microsoft.com/assistance/preview.aspx?AssetID=HA011134811033

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Susan May]

Hi Sue:

We are having trouble in our company sharing folders in Outlook 2003. I
have been reading all your messages for the past 2 years now, and I was
finally able to select a persons contact list and her main contact database
is now in my view, but this is her default contact list. She has Rep Contact
list and a DD List2 contact list. I want access to her DD List2 contact
list. How can I get access to it. It seems like I can only view her main
contact file. Is there an easy way to share this other folder? Another
thought I had was to rename her main contact list to another name and rename
the DD List2 contact list to "Contacts" and then move it up to the top of the
contact folder list. Will this work?

I have also created a personal contact list for my boss, but my IT
department cannot figure out how to grant him access to this list. Please
help, anybody!!

 

[Diane Poremsky]

you need to open her mailbox in your profile to see the subfolder (this is
one reason why its much better to use categories instead of subfolders).

Where is the 'personal contact list' ? If its not in your contacts folder,
the boss can't access it.

 

[Susan May]

Hi Diane:

Thanks for your reply. I went into my email accounts and added her name
under Advanced "Mailboxes", but can still only see her main contact list.
Does she need to do the same on her end? Is this what you were advising me
to do?

Also, my bosses personal address book is in my personal contacts folder, but
IT still cannot figure out how to get him to view it.

 

[Diane Poremsky]

the other person needs to give you permission to the folder - they need to
right click on the folder and change the permissions (permissions tab)

If the boss's contacts are in your contacts folder in your mailbox, you need
to give him permission to view that folder. if its not your main contacts
folder, he needs to add it to his profile like you did your coworkers. If
they are in some place besides your mailbox then you can't share them - they
need to be stored in folders on the exchange server.

 

[Susan May]

Thanks Diane. Looks like we have to move the DD List2 under Public so I can
have access to it.

As for my bosses, we have given him permission, but we probably have not
added my mailbox to his profile, so I'll try that.

 

[AR]

The only problem with moving it to the PUBLIC folder is that you can't look
up Activities, which would be useful to see all emails for instance of a
contact...

 

[Susan May]

Good point. Thanks AR.

The only problem with moving it to the PUBLIC folder is that you can't look
up Activities, which would be useful to see all emails for instance of a
contact...