How do I open another person's mail folder?

Outlook provides a several easy way to access the folders of other people or resources (such as incoming faxes) so you can retrieve an E-mail, fax or quickly check someone else's Calendar

03 September 2012 How to...  E-mail

Outlook provides a several easy way to access the folders of other people or resources (such as incoming faxes) so you can retrieve an E-mail, fax or quickly check someone else's Calendar. Note that access to individual folders and mailboxes is secured so you can't access anyone's E-mail or Calendars unless permission has been granted to you - this is something the owner can or we can do if requested.

For occasional access

If you only need to check the fax inbox or someone else's calendar occasionally then the easiest way is as follows:

  1. From the File menu, choose Open.
  2. Choose "Other User's Folder..."
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  3. You will now be prompted for the name of the person/resource and the folder you wish to open.
  4. Type the name of the person/resource.
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  5. Select either Inbox or Calendar as required.
  6. Click the OK button.

Note, if you have opened a calendar in this way then the calendar will be remain in the list of available calendars even if you close and re-open Outlook.

For frequent access to a mailbox

If you need regular access to a mailbox (for Calendars, see occasional access) then you can add fax mailbox to your list of Outlook mailboxes as follows:

Outlook 2010

  1. From the File menu, click the Account Settings button and choose Account Settings.�
  2. Click Change...
  3. Click More Settings, and then click the Advanced tab.
  4. Click Add, and then type the mailbox name of the person�whose mailbox you want to add to your user profile

Outlook 2007

  1. From the Tools menu, click Account Settings.
  2. Click Change...
  3. Click More Settings, and then click the Advanced tab.
  4. Click Add, and then type the mailbox name of the person whose mailbox you want to add to your user profile.

Outlook 2003

  1. From the Tools menu, click E-Mail Accounts.
  2. Click View or change existing e-mail accounts, and then click Next.
  3. Click Change.
  4. Click More Settings, and then click the Advanced tab.
  5. Click Add, and then type the mailbox name of the person whose mailbox you want to add to your user profile.

Once you have added the mailbox to your Outlook profile it will appear in your list of mail folders on the�left-hand side of the Outlook window.� Scroll down the folder list until you see the maibox, click the arrow or plus symbol to expand the list of folders in the mailbox and you should now be able to view the Inbox, Sent Items etc.�

Things to note

  • The first time you check the mailbox it may take a few moments to update and show the contents.
  • If you move to a different PC you will need to follow these instructions again as these settings do not move around with you but stay with each PC.

Problems?

If you are having difficulty opening a mailbox or folder please double-check the instructions above and that you are following the instructions relevant to the version of Outlook you are using. If there is still a problem, make a note of any messages/prompts shown along with where you were in the process and let us know.

Corrections or suggestions