| Chat room service is temporarily suspended until 9/15/2008. If you need immediate assistance, please call our Service Desk at 617-287-5220. |
FAQ: Microsoft Outlook
Sharing Personal Folders within Your Mailbox
How to share individual Folders within your Exchange Mailbox
You may have a need to share an individual (personal) folder within your mailbox other than the most commonly shared items like Calendar, Tasks, Inbox, Contacts, Notes and Journal. Please review the following Web page about Multiple Mailboxes Access. This explains the concept of granting someone "Super-Delegate" (Full access) or "Ordinary-Delegate" (Partial access) to your mailbox in more detail. This is important to understand since sharing these types of folders requires you to grant "Delegate" access in order for it to work. Note: A delegate is a user whom you granted access to your mailbox and thereby automatically has the right to send e-mail messages "On Behalf Of" you.
In this situation where you want to share one or more folders but not everything; you will grant only Partial access (Ordinary-Delegate) to that person.
1) First, you need to add the person as the Delegate:
From your Outlook client;
Tools;
Options;
Delegates tab;
Add button;
Select your name from the Global Address List;
Press the Add button at the bottom of the screen;
Press OK;
Edit the permissions as desired;
Press OK twice.
2) Next, you need to first share out your Mailbox-Name (Note: this is the very Top level of your Mailbox Folder which contains everything else underneath it):
From your Outlook Folder tree view (left pane);
Select your Mailbox-Name (Last-name, First-name);
Right click, Select Sharing...
In the Permissions Tab;
Add button;
Select the name of the person you want to share your mailbox with;
Press the Add button at the bottom of the screen;
Press OK;
Edit the Permission Level;
Select the appropriate Role (at a minimum, you need to give him/her a "Reviewer" role at this level - read access);
Press OK to exit.
3) Next, you need to explicitly share out the folder item that you intend to share (which is actually a sub-folder beneath your Mailbox Name):
Select the Folder name (i.e. "My Shared Folder");
Right click, Select Sharing...
In the Permissions Tab;
Add button;
Select the name of the person you want to share this folder with - - should be the same person as above;
Press the Add button at the bottom of the screen;
Press OK;
Edit the Permission Level, Select the appropriate Role;
Press OK to exit.
4) Finally, ask the person to access your shared folder. Note that the person will have to view it as an 'additional' mailbox which needs to be added in the Advanced Tab of his/her Outlook profile. This is the only method to view such shared folders. The additional mailbox will be listed as part of his/her Outlook folder tree. Note: Only your Mailbox-Name plus any explicitly Shared folder will be shown.
The following steps will accomplish this:
From his/her Outlook client;
Tools;
E-mail Accounts;
Next button;
Change button;
More Settings button;
Advanced tab;
Add button;
Fill in the name of the account (your account);
Press OK button;
Now press OK;
Next;
Finish.