To share a folder in your Exchange Outlook mailbox, there are a few prerequisites. Both the folder owner and the viewer must have Exchange accounts and have Outlook configured correctly. Sharing a folder is a two-part process: the folder owner enables sharing and then the person who will share the folder adds the owner's mailbox to their Outlook Exchange configuration.

Follow these steps to share a folder:

1. Each level of the folder hierarchy beginning with Mailbox [name] must be shared. Therefore, in Outlook, place the folder at the highest level in the hierarchy to avoid configuring many folder levels.

2. Right-click on the folder you want to share and select Change Sharing Permission (below).

3. The Outlook Permission dialog displays. Click Add.

4. The Add Users dialog displays. Select the desired person from the Global Address List and click Add to display the name at the bottom of the dialog, then click OK to add the name to permissions.

5. The added name displays in the Permissions list. With the name highlighted, select Reviewer from the Permission Level dropdown list to set access rights to the folder you are sharing.

Important: Select the Reviewer (and Folder visible) permission level only for the folder you are sharing. Set the permission level for all other folders in the hierarchy to Folder visible only. This allows the person to see the folder but not the folder contents. To prevent others from seeing all of your email, make sure the permission level for your main Inbox folder is set to Folder visible only.

6. If there are folders above the level of folder to which you granted Reviewer permission, repeat the process for each folder level but, instead of giving Reviewer permission, click to enable the Folder visible checkbox (below).

After the folder owner has configured their folder(s) as describe above, the folder viewer must add the owner's mailbox to their (viewer's) Outlook Exchange configuration. Follow these steps:

1. From the Outlook menu bar select Tools > Account Settings (Accounts in Office 2003).

2. Double-click the Exchange account and then click More Settings.

3. Click the Advanced tab, then click Add. The Add Mailbox dialog displays. Enter the name of the folder owner in [last name, first name] format and click OK. Then click Apply and OK. If you return to the Advanced tab you will see the mailbox added as shown below. Click Next, Finish, and then Close to complete the change.

4.
The folder owner's mailbox and folder hierarchy should now display in the viewer's folder list. Click to view its contents.