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Share Folders

If you want someone to be able to see what's in one or more of your mail folders, use Folder Sharing. The person you share with can read the items in that mail folder, but cannot create, edit, or delete items there. This example shares your Inbox, but you can share any mail folder.

Part One - Sharing the contents of a folder

 

  1. In the Navigation Pane, click Mail.
  2. Right-click on your Inbox.
  3. From the drop-down menu that appears, select Change Sharing Permissions.
  4. On the Permissions tab, click Add.
  5. From the list, select your delegate, click Add, then click OK.
  6. Back on the Permissions tab of the Outlook Today dialog box, in the drop-down list next to Permission Level select Reviewer.
  7. Click OK.

When you share a folder, you are NOT automatically granting access to any sub-folders within that folder. You must repeat these steps for each folder and sub-folder. However, if, after you have shared a folder, you create a new sub-folder within the folder you have shared, the other person will also have shared access to the new sub-folder.

If you've followed the steps above, you have granted viewing access to the contents of one particular folder, but you're not quite done yet. Now you need to make sure they can see all the folders that come before it in the hierarchy. When you share your Inbox, the only folder higher than it is the Mailbox - your name folder. What you're doing in the next set of steps is making the folder visible, but not the contents of the folder.

 

Part Two - Making higher-level folders visible

 

  1. In the Mail section of the Navigation Pane, right-click on the line "Mailbox – Your Name." Please note: not your Inbox. Mailbox. Really.
  2. From the drop-down menu that appears, select Change Sharing Permissions.
  3. On the Permissions tab, click Add.
  4. From the list, select your delegate, click Add, then click OK.
  5. Back on the Permissions tab of the Outlook Today dialog box, in the section labeled Other (near the bottom right), put a checkmark next to Folder visible. Don't touch the Permission Level drop-down list.
  6. Click OK.


And now you're done, assuming you shared the contents of your Inbox and made the Mailbox visible.

If you shared (in Part One above) a folder lower in the hierarchy of folders, you need to repeat Part Two above for each intermediate folder in the hierarchy. For example, if you wanted to share the 02-February folder shown here, you would need to follow the second set of steps for the Mailbox, the Inbox, the Proposals folder, and the 2007 folder. 

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