Office 365 (Outlook 2016) - Sharing Email Folders
Follow these steps to set your default sharing permissions, share an email folder with other UWM students, faculty, or staff, and add a folder that has been shared with you using Outlook 2016.
Before you can share email folders with other users, you must set up your account's default folder permissions. If you do not do this before sharing, the folders you share will remain inaccessible to those users.
1. In Outlook 2016, click Mail in the bottom-left corner of the window (if necessary).
2. Right-click your account name (i.e., email address) in the folders pane on the left side of the window and select Folder Permissions from the menu.
3. In the Properties window, select the Default name (if necessary) and check the Folder visible box near the bottom-right corner of the window.
4. Click OK to close the window and save your changes.
Sharing a Folder
Now that your default permissions are set up, you can go ahead and share any email folder following these steps.
1. In Outlook 2016, click Mail in the bottom-left corner of the window (if necessary).
2. Right-click the email folder you would like to share and select Properties... from the menu.
3. Click the Permissions tab in the Folder Properties window and click the Add button.
4. Find and select the person you would like to share this folder with and click the Add -> button.
5. Repeat Step 4 for as many people as you would like to share the calendar with and click OK.
6. Adjust the persons' permission levels accordingly or manually configure his/her read, write, delete, and other access:
| 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 |
| Nonediting 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) |
7. Click Apply and then OK to save the changes and close the Folder Properties window.
8. Send the person you just shared the folder with an email message to let them know they now have access.
- If you need to un-share an email folder with someone, select their name from the list of permissions, click the trash can, and click ok.
-
If you need to edit someone's permissions, select their name from the list, change their permissions accordingly, and click ok.
When someone shares a folder with you, you must manually that person's mailbox to your list of email folders in Outlook 2013. Any folders they've shared with you will be visible when you view their mailbox (all other items in their mailbox will not display).
There are no automatic notifications when someone shares a folder, so it is incumbent upon the sharer to let the recipient know about it. Follow these steps to add a folder that's been shared with you.
1. In Outlook 2013, click Mail in the bottom-left corner of the window (if necessary).
2. Right-click your account name (i.e., email address) in the folders pane on the left side of the window and select Data File Properties... from the menu.
3. Click the Advanced button in the Properties window.
4. Then, click the Advanced tab.
5. Click the Add button to specify a mailbox.
6. Type the email address of the person who shared a folder with you in the Add Mailbox window and click OK.
7. The account now appears in the list of additional mailboxes. Click Apply and then OK (twice).
8. Click the person's name that now appears in the list of email folders on the left side of the screen and any folders they've shared with you will display. Select a folder to display its contents.
