UACES Facebook Sharing an Email Folder – Outlook 2011 (MAC)

Sharing an Email Folder – Outlook 2011 (MAC)

You may wish to grant access to your Office 365 mailbox including your Inbox, Sent Items, Deleted Items, or any other mail folders.

Permission Levels

When assigning permissions, you have the option to grant many different levels (read/create/modify/owner/delete). The following image displays the different types of permissions available:

Permission Levels

Review Mail and Calendar Folder Permission Levels for definition of each permission level.

Assign permissions

1. Start Outlook.

2. Go to "Mail".

3. Right-click on your top level mailbox folder (your profile name or email address):

  • Top Level Mailbox Folder

4. Select Sharing Permissions... from the drop-down menu.

5. Make sure you are on the 'Permissions' tab.

6. Click the Add User....

7. In the Select User window, type the user's email address and click Find.

8. Select the user from the results area and click OK.

9. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions (at least Contributor).

10. Click OK.

11. Right-click on the desired folder or sub-folder that needs to be shared and choose Sharing Permissions... from the sub-menu

12. In the Folder Properties > Permissions window:

13. Click Add User....

14. In the Select User window, type the user's email address and click Find.

15. Select the user from the results area and click OK.

16. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions. You can choose the level of permissions in the Permission Level box, or select specific permissions using the options under Permission Level. 

Folder Properties Screen

17. Click OK.

18. Notify the person you granted permissions to that they now have access to the specific folder.

Important: 
When granting an individual any permissions on your root mailbox, any folder you create after this will be granted the same permissions to that individual. Example: After granting an individual "Folder Visible" permissions to the root mailbox, that individual will automatically be granted "folder visible" permissions to all new folders as well.

Also, in order to grant permissions to a folder with multiple parent folders – you have to grant the user “Folder Visible” to each of the parent folders.

Remove permissions

Important: If the individual you are going to remove currently has more than one folder which they have permissions to, and you only intend to remove them from one of these folders, then you should skip steps 3-7.

1. Start Outlook.

2. Go to "Mail".

3. Right-click on your top level mailbox folder (your name):

Top Level Mailbox

4. Select Folder Permissions from the drop-down menu.

5. Make sure you are on the 'Permissions' tab.

6. Select their name from the list and click the Remove button.

7. Click OK.

8. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.

9. Click 'Permissions' tab.

10. Select their name from the list and click the Remove button.

11. Click OK.