How to access another mailbox using Microsoft Outlook

Outlook provides an easy way to view the mailboxes of others so you can retrieve an E-mail, fax or quickly check someone else’s Calendar. There a few ways you can access the contents of a mailbox which we show you here don't forget that access must be granted by the owner of the mailbox beforehand.

11 April 2013 How to...  E-mail

Outlook provides an 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. Access to individual folders and accounts is secured so you can’t access anyone’s E-mail or Calendars however general accounts or specific folders are available to all and permissions can be granted on individual mailboxes or folders within mailboxes.

If you only need occasional access...

If you only need to check the a 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…".
  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 (e.g for the Fax mailbox, just type Fax as the Name)
  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 open even if you close and re-open Outlook.

If you need regular access...

If you need regular access to a mailbox (for Calendars, see occasional access) then you can add the 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 (e.g. fax) 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 (e.g. fax) 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 (e.g. fax) whose mailbox you want to add to your user profile.

Note, 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