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Is it possible to add folders to Outlook on secondary account

Jan De Smet 156 Reputation points
2023-03-21T12:45:11.4833333+00:00

Hello,

I was wondering if it's possible to manually add folders to outlook;

Our user has mailbox 1 set as "primary mailbox" in Outlook. She also added Mailbox 2 to her Outlook.

She has full access on shared mailbox 3, within the org of mailbox 2;

We now wanted to add only some folders of mailbox 3 and not the entire mailbox. I know this is possible in Outlook in one org. But now the option is greyed out on the second account. Are there other options? Thanks.

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  1. Vasil Michev 100.2K Reputation points MVP
    2023-03-21T13:26:56.67+00:00

    This is only possible when you have folder-level permissions. With Full Access, the entire content of the mailbox is always exposed. You can still open individual folders by using the File > Open & Export > Other User's folders functionality:

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  1. Yuki Sun-MSFT 41,016 Reputation points
    2023-03-22T07:12:59.1366667+00:00

    Hi @Jan De Smet ,

    We now wanted to add only some folders of mailbox 3 and not the entire mailbox.

    I don't think it's possible if the user already has full access permission to the shared mailbox 3.

    The Open Other User's folders functionality mentioned by Vasil is limited to default folders like Inbox, Calendars, Tasks ,etc. And these folders wouldn't be fixed in the folder pane. In other words, you would have to repeat the steps each time when you want to view a folder. The official article below also mentions that if you want to avoid these steps (File > Open & Export > Other User's folders) in the future, you can add the shared mailbox as an additional mailbox in the profile.
    Open another person's folders
    1

    I know this is possible in Outlook in one org. But now the option is greyed out on the second account. Are there other options?

    Do you mean the option of adding an additional mailbox?
    2

    If this is exactly what you are talking about, as far as I know it's by design that the option is only available for primary mailbox. But even if mailbox 2 is configured as primary, it's still not applicable for your specific requirement which needs to show some folders instead of entire mailbox. As aforementioned by Vasil, "Full Access" means the entire content of the mailbox is always exposed.

    Taken in the round, if you do want to access some of the folders only, the full access permission would have to be removed, and folder-level permissions need to be granted to mailbox 2.
    See Access or share non-default Outlook folders
    (Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

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