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Solved

view shared mail folder

Posted on 2016-08-02
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Last Modified: 2016-08-08
I am trying to view another user's inbox using Outlook 2016. I have shared the other user's inbox and gave myself review permissions. Then in my Outlook I clicked File / open / open user's folder / I then entered the other user's name. Their inbox appeared. If I navigate away from this I can't find the other user's mailbox anymore. But according to the following link the other person's inbox should appear in the Navigation pane under a "Shared" heading, and it is not. There is no "Shared" heading.

https://support.office.com/en-us/article/Open-a-shared-calendar-address-book-or-e-mail-folder-ea2e6b80-52f9-4488-aa99-e593787d8dc3?ui=en-US&rs=en-US&ad=US
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Question by:LeonGarfield
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9 Comments
 
LVL 35

Expert Comment

by:Kimputer
ID: 41738823
You only granularly gave yourself permission to view a subset (in this case ONLY the inbox).
The Shared heading (and reliable staying there after subsequent opening  and closing of Outlook), usually only happens when you have access to the WHOLE mailbox (usually admin gives these rights, done on the server).
That's because Outlook will poll the access rights to mailboxes. And since you only gave yourself rights to only the inbox, the polling fails (and you have to manually add it again to view it).
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Author Comment

by:LeonGarfield
ID: 41740004
Then what is the best way to get access to the other person's Inbox and Sent Items?
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LVL 35

Expert Comment

by:Kimputer
ID: 41740409
If you need it to be always visible, full mailbox access rights should be used (Exchange (Online) of Office365 admin can do that for you). No need to keep using the "Open shared...." thing. It's always visible in your Outlook.
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Author Comment

by:LeonGarfield
ID: 41743726
How do I do that, we don't have an admin?
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LVL 35

Expert Comment

by:Kimputer
ID: 41743768
If it's an Office 365 or Exchange Online domain, which YOU set up (directly through Microsoft) and paid for, THERE IS DEFINITELY an admin.
If you go through a third party, you (or at least someone in the organisation) are still an admin.

If you didn't set up anything at all, the email accounts came from _somewhere_ ? Then ask that _someone_ to provide you with the admin account.

If you finally figured out which account is the admin account, log in through the official MS portal (or the portal from the 3rd party). For MS it's: https://login.microsoftonline.com

If you have a dumbed down type of third party account, I can't help you, it's probably some limited form of Exchange Online, and that third party should help you out.
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Author Comment

by:LeonGarfield
ID: 41744368
I am sorry. When you said ADMIN, I thought you meant an IT ADMIN. Yes, I have an Office 365 subscription, and I know the Admin account.

What next?
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LVL 35

Accepted Solution

by:
Kimputer earned 500 total points
ID: 41744507
Go the the admin page, then go to user who needs his mailbox shared. Find the option about mailbox rights, then add full mailbox rights to yourself. That's all.
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Author Comment

by:LeonGarfield
ID: 41745091
I found it. It is called Mailbox Permissions. I then exited outlook of the user that will be viewing the mailbox. After a few minutes the additional mailbox has appeared but I can't expand the mailbox to look at the folders. It says "can't expand the folders". And when I click on the name of the mailbox it says "cannot display the folder. Microsoft outlook cannot access the specified folder location"
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LVL 35

Expert Comment

by:Kimputer
ID: 41745414
A few minutes waiting is not always enough. If you set the Mailbox Permission correctly, sometimes could even take a few hours.
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