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Sharing folders - Outlook 2010

Note: To share folders you must grant individual users access to every folder in the hierarchical folder structure.

For example, to give another person access to the Orders folder (see below) that is in the mailbox (name@warwick.ac.uk), you must grant permissions to the mailbox, Cabinet and the Orders folder. However, you may only want the other person to work with the contents of the Orders folder. Sharing must still be carried out for each folder, but when sharing the first two folders (name@warwick.ac.uk and Cabinet) ensure that the Permission Levels are set to None.

Example hierarchy in a mailbox:

name@warwick.ac.uk

Cabinet

Orders

After understanding the above note:

  • Folder permissionsIn the list of mail folders on the left hand side, right-click on the mailbox name and select Folder Permissions.
  • Select the Permissions Tab (if not already chosen)Folder permissions window.
  • Click Add to open the Add Users dialog box (see screenshot).
  • In the search box enter the name of the person/people to whom you want to grant sharing permissions.
  • Click Add.
  • Click OK.



  • permission levelsSelect the correct permissions from the Permission Level drop down menu (see screenshot).
  • Remember – If you are only sharing a sub-folder, set the permissions for the parent folder(s) to None.
  • IMPORTANTLY: Tick the Folder visible option.
  • Click Apply.
  • Click OK.
  • Repeat the process for each folder in the hierarchy.

Note: The 'Folder Permission' option is only available when right-clicking the mailbox, for all other sub-folders select Properties on the drop-down menu then click on the Permissions tab.