UACES Facebook Sharing Email Folders - OWA

Sharing Email Folders - OWA

You may wish to grant a colleague 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 Level dialog

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

Assign permissions

In the example below, Sample wants to grant permissions to his "Tester" folder.

  1. Log into Office 365 account via Outlook Web App (OWA).
  2. Open the app launcher tool in the top left of your Outlook Web App window as shown below.
    App Launcher
  3. Select Mail from the list of available apps.

    Apps Picture

  4. Right-click on your top level mailbox folder (Sample Tester).
    You may need to click on More under Folders to see your top level mailbox folder.

 Top Level MailboxPicture showing More option

  1. Select Permissions... from the drop-down menu.
  2. Click the + icon in the top left of the permissions menu.
  3. Enter the email address of the person you want to give permissions to and click Add.
  4. Select their name from the list, and place a check mark within the 'Folder visible' box and click OK.
  5. Since "Tester" folder is a sub-folder of "Level 1 Folder 1" folder, 'Folder visible' permissions must be granted to "Level 1 Folder 1" folder. Repeat steps 3-7 for "Level 1 Folder 1" folder.
  6. Lastly, assign the required permissions to the "Tester" folder. Right-click on the "Tester" folder and select Permissions... from the drop-down menu.
  7. Click the + icon in the top left of the permissions menu.
  8. Enter the email address of the person you want to give permissions to and click Add.
  9. Select their name from the list, and choose the desired permission level from the "Permission level" select box. Note: When you select a permission level, the appropriate permissions are assigned (checked) below this selection.
  10. Click OK.
  11. Notify the person you granted permissions to that they now have access to the specific folder(s)

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 4-7.

  1. Log into Office 365 account via Outlook Web App (OWA).
  2. Open the app launcher tool in the top left of your Outlook Web App window as shown below.
    App Launcher
  3. Select Outlook from the list of available apps.

  App Launcher

  1. Right-click on your top level mailbox folder (Sample Tester)

 Top Level Mailbox 

  1. Select Permissions... from the drop-down menu.
  2. Select their name from the list and click the TRASH icon located in the top left of the menu.
  3. Click OK.
  4. Since "Tester" folder is a sub-folder of "Level 1 Folder 1” folder, 'Folder visible' permissions must be removed from " Level 1 Folder 1" folder. Repeat steps 3-6 using for " Level 1 Folder 1" folder.
  5. Lastly, remove the permissions from the " Tester " folder. Right-click on the " Tester " folder and select Permissions... from the drop-down menu.
  6. Select their name from the list and click the TRASH icon located in the top left of the menu.
  7. Click OK.