Outlook Web App - Sharing an Email Folder or Mailbox

Last Updated: 08/16/2017
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This tutorial is operating system independent.

Overview

The following tutorial steps through the process of how to share an email folder as well as add a shared folder to your account within the Outlook Web App. These steps are the same for individual mail folders as well as shared mailboxes (e.g. department accounts).

Step 1

Log into Outlook Web App with your CULoginName@colorado.edu   and IdentiKey password.

Step 2

Before email folders/mailboxes can be shared with other users on Office 365, you must set up the account's default folder permissions. If this step is not performed before sharing, the folders will remain inaccessible to those users.

Right click the folder or mailbox you wish to share and select Permissions...

Step 3

In the Permissions For window, check the Folder Visible box then click OK.

Now that default permissions are set up, you can share any folder with another user using the following steps.

Step 4

In the Permissions For window, click the plus (+) sign to add another user to the list.

Step 5

In the Add permissions window, type the name or email address of the account you want to share this folder with and click Search Contacts & Directory (if you have corresponded with the account before, the name should appear as you type).

Step 6

Select Add once you have identified the account you would like to share your folder with.

Step 7

Adjust Permission Level accordingly using the drop down menu or manually configure the read, write, delete, and other access using the check boxes. Select OK to finalize all changes.

 

Step 8

It is good practice to send an email message to the account you just shared the folder with to inform that they now have access.

  • If you need to edit someone's permissions, select their name from the list, change their permissions accordingly and click OK.
  • If you need to unshare a folder with someone, select their name from the list of permissions, click the trash can and click OK.
Permission Level Description
Owner Full rights to the folder, including assigning permissions to others
Publishing Editor Create, read, edit, and delete all items, and create subfolders
Editor Create, read, edit, and delete all items, and create subfolders
Publishing Author Create and read items and subfolders, and edit and delete created items
Author Create and read items, and edit and delete items you create
Non-editing Author Create and read items, and delete items you create
Reviewer Read items only
Contributor Create items only (folder contents are not visible)
None No permissions (you cannot open the folder)

Step 9

Shared folders must be manually added to your list of folders. There are no automatic notifications when a folder is shared, so it is important that the folder sharer let the recipient know about it.

To learn about adding a shared folder to your account, visit the Add a Shared Email Folder or Mailbox tutorial.