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Open a shared folder with Microsoft Entourage 2004

Microsoft Entourage 2004 lets you view the contents of folders that other people have shared.

Note: This feature requires Microsoft Entourage 2004 Service Pack 2 (SP2). This update was released as part of Microsoft Office 2004 SP2 in September 2005. For more on the new features and capabilities of Entourage 2004 SP2, please see our full description of the changes in Microsoft Entourage 2004 Service Pack 2.)

With Entourage 2004 SP 2, only the “Calendar,” “Contacts” (Address Book), or “Inbox” folders can be opened from another person’s Exchange mailbox. The other person must already have given you permissions to view one or more of them; see “Share Exchange folders with Microsoft Entourage 2004” for more details. To open one of these folders:

  1. Select the “Open Other User’s Folder” command from the File menu. The “Open Other User’s Folder” dialog box appears.
    EragePogoFileOpenOtherUser: EragePogoFileOpenOtherUser

  2. Enter some infromation to search for a person in the RIT Directory.

    Note: In some spots, like this one, Entourage will search on certain fields and its style of searching may not produce the results you expect.

    For example, if you search for “A Citizen” or “Amy Citizen” — but Amy has set her RIT preferences so that her middle initial, “B,” is displayed (via start.rit.edu) — Entourage may fail to find her. (A similar problem can happen in Microsoft Outlook.) You may wish to change your criteria to search for a person by:

    • Three initials
    • A first name or last name only.

    Similarly, for groups, you must search for the full display name of the group.

  3. Select which folder you want to share from the “Type” pop-up menu. You can view only the “Calendar,” “Contacts” (Address Book), or “Inbox” folders.

  4. Click the “OK” button to proceed. The shared folder is added to the appropriate list:

    • If you opened a shared Calendar, you will see the person's calendar in the Calendar view
    • If you opened a shared Contacts folder, you will see that listed in the Address Book view
    • If you opened a shared Inbox folder, you will see that in the folder list in the Mail view

To look at the folder contents, you must select the shared folder from whatever view is appropriate. When you first click on the shared calendar in that view, it may take a few moments to refresh the contents.

If you do not see the contents (events, contacts, or mail message) of the shared folder when you click on it, then the other person has not given you permissions to see them.

Section: Use a Macintosh
Keywords: address book contacts, applications, calendaring, e-mail, internet, mac os x, microsoft exchange, microsoft windows integration, security
Question: How do I open a shared folder from another person's Exchange account with Microsoft Entourage 2004 SP2?
FAQ item: true
Score: 500