How to view shared subfolders in an Exchange mailbox

Sharing the folder

Before a person can view one of your folders, they need permission. If they are a Delegate to your mailbox (Tools, Options, Delegates) they may have permission to some or all of your mailbox folders. If so, the delegate just needs to open your mailbox as a secondary mailbox in their profile.

1. Right click on the folder you wish to share.
2. Choose Properties, select the Permissions tab.
3. If Default has Reviewer permission you won't need to add individual names to the list unless they need more permissions than the Default account has.
4. Click Add and select the names you want to share with from the Global Address List.
5. Give them at least Reviewer permission so they have Folder visible permission.
6. Click OK to close the dialog.

Repeat for each folder you wish to share.

If the person already has delegate access you won't need to do anything more. If they do not have any access to your mailbox, you need to give them Folder visible permission to the mailbox.

1. Right click on the mailbox root. This is the folder you click on to display Outlook Today.
2. The Default account typically has no permission to the entire mailbox. You can either give the Default account Folder visible permission or click Add and select your co-worker's name from the GAL.
3. Check the Folder visible box only. The permission level remains set to None.
4. Click Ok to exit the dialog.

Opening the shared folder

The person you shared the folder with needs to add your mailbox to their profile, as a secondary mailbox.

1. Go to Tools, Account Settings.
2. Select your Exchange account and press Change
3. Click More Settings
4. On the Advanced Tab, click Add
5. Type all or part of the name of the mailbox that was shared with you. Select the correct name if presented with a list of names.
6. Click Ok and work your way out of the dialogs and return to Outlook.

A video tutorial of the steps above is here.

The mailbox you added is now in your folder list and the calendars you have permission to view will be listed in the Calendar pane. Any other folders that this user was given permissions to access will be visible in the folder list or appropriate modules. 

More Information