Share Your Mailbox Folders In Outlook

Providing mailbox permissions is a type of mailbox sharing that allows selected others to view the contents of a specified folder, but does not allow others to send email on your behalf. This process should not be used for generic/shared mailboxes.

 

For giving acccess to a generic/shared mailbox, please follow the article: Adding and Removing Employees for a Distribution List and a Generic Mailbox

 

To give access:

  1. From Outlook, right click your email address and select Folder Permissions.

Select Folder Permissions

 

  1. From the Permissions tab, select Add to add the user you want to give access.

Select the Permissions tab, then select Add

 

  1. When prompted, type in the users name in the format: lastname, firstname. Select the name, click the Add button, then click OK.

search the users name, select the name, select add, then select OK

 

  1. From the Permissions tab, select the name you've added, check the Folder visible option, then select Apply and OK.

Select the name added, check the folder visible option, then select apply and ok

 

Now that the mailbox is visible and has been given at the top level, you can provide access to a folder to the user.

 

  1. Right-click the folder that you would like to give the user access to, then select Properties.

Right click the folder and select properties

 

  1. From the Permissions tab, select Add to add the user.

From the Permissions tab select Add

 

  1. When prompted, type in the users name in the format: lastname, firstname. Select the name, click the Add button, then click OK.

search the users name, select the name, select add, then select OK

 

  1. Select the name that was added, then choose the permission level you would like the user to have. When setting up folder permissions, you can determine exactly how much access a given person has to your folder, by using the Permission Level drop down, or by choosing the options under Read, Write, Delete Items, and Other.

Select the users name then set the permissions

 

  • The following roles are available:
    • Owner: Allows full rights to the mailbox, including assigning permissions; you should not assign this role to anyone
    • Publishing Editor: Create, read, edit, and delete all items; create subfolders
    • Editor: Create, read, edit, and delete all items
    • Publishing Author: Create and read items; create subfolders; edit and delete items they've created
    • Author: Create and read items; edit and delete items they've created
    • Non-Editing Author: Create and read items; delete items they've created
    • Reviewer: Read items
    • Contributor: Create items
    • None: Gives no permissions for the selected accounts on the specified folder

 

Note: For access to a subfolder (example: a folder under Inbox) follow the same procedures above. Permissions for both the folder and the subfolder needs to be given. To avoid a user seeing the main folder, you can drag the subfolder out of the main folder's drop down.

 

For how to access another employees mailbox folders, please use the article Accessing Another Employees Mailbox Folders

Details

Article ID: 57132
Created
Tue 7/10/18 5:14 PM
Modified
Thu 8/16/18 3:40 PM