Office 365 (Outlook on the web) - Assign permissions to an email folder

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.


The following topics are covered:



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:

Mail Permissions

Assign permissions

In the example below, John wants to grant permissions to his "Air_Gun" folder.

  1. Log into Office 365 account via Outlook on the web.
  2. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

    app_launcher_icon

  3. Select Outlook from the list of available apps.

    app_launcher_outlook

  4. Right-click on your top level mailbox folder (Your Name):  
  5. Select Permissions... from the drop-down menu.
  6. Click the + icon in the top left of the permissions menu.
  7. Enter the email address of the person you want to give permissions to and click Add.
  8. Select their name from the list, and place a check mark within the 'Folder visible' box and click OK.
  9. Since "Air_Gun" folder is a sub-folder of "John_Bash" folder, 'Folder visible' permissions must be granted to "John_Bash" folder. Repeat steps 3-7 using for "John_Bash" folder.
  10. Lastly, assign the required permissions to the "Air_Gun" folder. Right-click on the "Air_Gun" folder and select Permissions... from the drop-down menu.
  11. Click the + icon in the top left of the permissions menu.
  12. Enter the email address of the person you want to give permissions to and click Add.
  13. 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.
  14. Click OK.
  15. Notify the person you granted permissions to that they now have access to the specific folder(s)

Important note(s)

  • 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.

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 3-6.

  1. Log into Office 365 account via Outlook on the web.
  2. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

    app_launcher_icon

  3. Select Outlook from the list of available apps.

    app_launcher_outlook

  4. Right-click on your top level mailbox folder (Your Name):     
  5. 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.
  8. Since "Air_Gun" folder is a sub-folder of "John_Bash" folder, 'Folder visible' permissions must be removed from "John_Bash" folder. Repeat steps 3-6 using for "John_Bash" folder.
  9. Lastly, remove the permissions from the "Air_Gun" folder. Right-click on the "Air_Gun" folder and select Permissions... from the drop-down menu.
  10. Select their name from the list and click the TRASH icon located in the top left of the menu.
  11. Click OK.





    Keywords:microsoft, office 365, outlook web, app, emails, folders, contacts, tasks, events, notes, overview, sharing, share, delegate, delegation, permissions, access rights, owa, o365   Doc ID:58358
    Owner:Help Desk K.Group:UW-Milwaukee Help Desk
    Created:2015-11-19 10:34 CSTUpdated:2017-06-09 09:16 CST
    Sites:UW-Milwaukee Help Desk
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