You can share your e-mail, calendar, tasks, notes, and journal with other Outlook users as long as you both are using a Microsoft Exchange Server in the same organization.
To share any other folder other than the Inbox, Contacts, Calendar, Notes, or Journal, you must share permissions on the folder you want to share and each folder that is higher in the folder hierarchy. For example, to give another person access to a folder that is under Inbox in your mailbox, you must grant permissions to the Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the other person access to more folders than you want, only the items in the Inbox subfolder will be available.
Share a folder in Outlook 2003
1. Right-click Mailbox - your name, and then click Sharing.
2. Click Add.
3. Select the other person that you want to give permissions to, and then click Add.
4. Select the person's name in the list, and then for Permission Level, select the permissions level you would like for this person.
5. Click OK.
6. Right-click the folder you want to give the other person permissions to view, and then click Sharing.
7. Click Add.
8. Select the other person you want to give permissions to, and then under Add Users, click Add.
9. Select the person's name in the list, and then for Permission Level, select the permissions level you would like for this person..
The top folder, Mailbox - Your Name, must be shared to share any folder beneath it.
the Inbox folder must be shared to share any of the folders beneath it, such as the Prospective clients folder. You can set the Inbox folder permissions to None to prevent others from viewing the contents.
The Prospective clients folder should have at least Reviewer permissions for other people to view the contents.
Open shared folders in Outlook 2003
1. On the Tools menu, click E-mail Accounts.
2. Click View or change existing e-mail accounts, and then click Next.
3. Click the Exchange Server account, and then click Change.
4. Click More Settings.
5. On the Advanced tab, under Mailboxes, click Add.
6. Type the other user's name, and then click OK twice.
7. Click Next, and then click Finish.
You might need to quit and restart Outlook for the other person's folders to appear in your Navigation Pane.
Note: Once permissions are given, in our Hosted Exchange environment, it can take 6-8 hours for the permissions to take effect.