Before you can access another persons' mailbox data, they will have to grant you access permissions. Read the Knowledge Base article on How do I share (let others see) my Outlook folders? for more information. Ask user who granted the permission, what type of access was given to you. This article covers the following:

Partial/selective access with Sharing invitation

If you received a Sharing invitation, open this email and click Open this Calendar/Contacts/Journal/Notes/Tasks folder button.

Note: do not delete Sharing invitation if you want to close and re-open folder later.

Partial/selective access without Sharing invitation

To open a folder that was shared without Sharing invitation in Outlook 2007 and Outlook 2010/2013/2016 follow these steps:

Outlook 2010/2013/2016

To open shared Calendar/Contacts/Journal/Notes/Tasks folder switch to the appropriate section > click Folder on the top ribbon > click Open Shared Calendar/Contacts/Journal/Notes/Tasks.

To open other folders follow these steps:

  1. Go to File > Info > Account Settings > Account Settings
  2. Double-click your email address > click More Settings > Advanced tab > click Add

    Note: 
    It is strongly recommended to uncheck Download shared folders box if you have multiple shared mailboxes opened.
  3. Enter user's name > click OK > select user if several are found > click OK > Next > Finish

Outlook 2007

To open shared Calendar/Contacts/Journal/Notes/Tasks folder switch to the appropriate section > click Open Shared Calendar/Contacts/Journal/Notes/Tasks link.

To open other folders follow these steps:

  1. Go to Tools > Account Settings.
  2. Double-click your email address > click More Settings > Advanced tab > click Add.
  3. Enter user's name > click OK > select user if several are found > click OK > Next > Finish.

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Typical errors

If you click on an arrow next to the mailbox name or on the mailbox name, you might receive the following two errors as shown in the screenshot below.

Resolution: a user who shared this folder needs to grant you "Folder Visible" permission on all parent folders.

Complete/full access

To open folder in Outlook 2007 and Outlook 2010/2013/2016 (if there is no Autodiscover):

Outlook 2010/2013/2016

  1. Go to File > Info > Account Settings > Account Settings.
  2. Double-click your email address > click More Settings > Advanced tab > click Add.
  3. Enter user's name > click OK > select user if several are found > click OK > Next > Finish.

If you have an Exchange 2010/2013/2016 account and there is an Autodiscover record configured for your domain, then folder shared using this method will be automatically mapped to your Outlook 2010/2013/2016.

Outlook 2007

  1. Go to Tools > Account Settings.
  2. Double-click your email address > click More Settings > Advanced tab > click Add.
  3. Enter user's name > click OK > select user if several are found > click OK > Next > Finish.

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