How do I view someone else’s shared folders in Outlook?

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  4. How do I view someone else’s shared folders in Outlook?

Getting Started With GMS Cloud

Question Detail:

I use Microsoft Outlook with the GMS Cloud Outlook Collaboration client plug-in and want to access a shared folder of my colleague who has granted me permission to do so. How do I achieve this?

Answer:

Depending on whether you are running Outlook 2010 or earlier versions, access to the appropriate GMS Cloud configuration pages will differ slightly.

To access the settings dialog box in either Outlook XP/2003/2007, click: File > Data File management

To access this in Outlook 2010, click File from the top left hand corner and then go to Info, then Account Settings. Directly underneath this is another button also named Account Settings. Click this and a new window will open where you will need to click the Data files tab located near the top and you should see the GMS Message Store as shown below.

Click Add and enter the email address (or portion of the email address) of the GMS Cloud account that has shared their folders to you. Click OK. The Account will be listed and a new message store with their shared folders should appear in your Outlook folder list view.

The next page of this guide will show the equivalent enablement of account sharing but through GMS Webspace instead of Microsoft Outlook. Additionally it will show a replicated data view that is accessible from both GMS Webspace and Microsoft Outlook.

If you then switch to the Shared tab you will see the accounts that you have been granted access to. Upon accepting the share, this will in turn add the shared account to the navigation tree shown in the first diagram. You will also see an option Enable show through. Show through provides the ability to see another users calendar events from within your own calendar. This removes the need for you to switch between calendars to view another user’s entries.

The following images on the next page shows the view from “My Calendar” showing personal calendar data in light blue and by way of show through, I can now see the calendar data of sbutler2@gms-cloud.com represented in light green. Any calendar event that Simon chooses to make public, as in his holiday, will be clearly defined. Calendar events that Simon chose to create as private will show only to me as Busy.

To view which shared folders your account already has been granted access to, select Calendar from the navigation tree.

This will open a display showing the calendars you can currently view. From here you can perform popular actions such as add, remove and rename personal calendars.

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