Information Technology Services
Information Technology Services

Sharing a Folder in Outlook 2011

This tutorial teaches you how to share a specific folder in your email account with others.

On an Exchange Server, you have the ability to share calendars and email folders with specific people on GAL. This may be useful for folders that contain emails regarding a particular project that you are working on with a team. In this tutorial, we will be covering how to share folders in your inbox with other people; we won't be talking about calendars.

Permission Roles

These are the pre-defined roles in the Permissions tab. If these are unsatisfactory, you can also create custom permission settings:

  • Owner - the person will have the same permissions to your folder items that you have.
  • Editor - the person can see full details, create items, edit, and delete all items.
  • Publishing Editor - the person can do everything an Editor can, plus create subfolders.
  • Author - the person can see full details, create items, but edit/delete only the items that they created.
  • Publishing Author - the person can do everything an Author can, plus create subfolders.
  • Nonediting Author-  the person can do everything an Author can, but cannot edit items
  • Reviewer - the person can see full details, but that's all.
  • Contributor - the person can put appointments on your calendar but cannot see details of existing appointments.
  • None - the person cannot see any information related to your folder.

It is not a good idea to share your entire inbox, rather you should share only the necessary folder(s)!

    Sharing Your Folder with Someone Else

    To share a folder, (let's call it Shared Folder) you must first give permissions for the person to see your account by giving them contributor permissions. After you do so, then you can give the person permissions (for example editor rights) for Shared Folder.

    Make sure you're in Mail on the Navigation Pane

    1. Right click on your account folder - this is the grey title that is most likely called Queensu
      step 1
      • Select Sharing Permissions... 
    2. The Folder Properties window will open: step 1, part 2
      • Click Add User...
      • Search for the person you'd like to share your folder with
      • Click OK
    3. Back at the Folder Properties  Window:
      give contributor rights for your account
      • Select the user you just entered
      • Change his/her Permission Level to Contributor
      • Click OK 
    4. Now back at the Mail view, on the left panel:
      open up sharing permissions for the shared folder
      • Select the folder you want to share and right click on it 
      • Click Sharing Permissions...  
    5. The Folder Properties of Shared Folder will open:
      add user and search for the person's name
      • Click Add User...
      • Select the user as before
      • Click OK 
    6. Back at the Folder Properties  window:
      set the permission settings you want (such as editor) for the shared folder
      • Click on the person's name to highlight
      • Select the appropriate Permission Level.
      • Click OK 

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    Opening a Folder That Has Been Shared with You

    The easiest way to access another user's shared folders is to add yourself as their delegate. Keep in mind that this doesn't mean you are actually their delegate: you won't get to delegate their calendar for them. But you will gain access to whatever mail folder they've shared with you when you add yourself as their delegate. It sounds confusing, but it is the cleanest way to access the shared folder.

    1. On the Outlook Tool bar:
      select accounts under tools
      • Select Tools   
      • Select Accounts... 
    2. On the Accounts window:
      open up advanced under your account
      • Click Advanced... on the bottom right corner 
    3. Select the Delegate tab
      click plus button to add someone.
      • Under People I am a delegate for:, click the + button to add someone
      • Search for the person from whom you would like to view shared folders
      • Click OK
      • Click OK again
      • Close the Accounts window
    4. It takes a minute or two for Outlook to refresh and show the new folder. Once it does, you should see new shared folder(s) under the person's name on the left panel.
      the coworker's folder should populate your side panel
      • NOTE: Unfortunately, if you don't have permission to view the user's folder(s), Outlook will not tell you so. If you try to add someone under People I'm a delegate for who did not give you permission for folder sharing, nothing will happen. 

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