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Outlook 2010/2013 Sharing Folders

How To Share Individual Mail 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. This procedure also applies to multiple calendars you create within your mailbox since by default only your "personal" calendar can be shared. If you want to share your individual mail folders (including calendars other than your personal calendar), do the following: 

 

  1. First, you must give at least "Folder" Visible" rights to 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 (yourname@yourdomain.com)
    • ​Right click, select Folder Permissions...
    • In the Permissions Tab
    • Click the Add button
    • Find and select the name of the person you want to give rights into your mailbox
    • Double click the person's name or click the Add button, then OK.
    • With the name of the user highlighted, click the check box next to "Folder Visible"; Note that Permission Level will be "None".
    • Click Apply and OK to save the changes.
    • You now have made your Mailbox visible to that user.

      Note: If the folder is under the Inbox folder, you must perform the same steps above with the Inbox folder.

  1. 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", "My Group's Calendar" - your additional Calendars can be found in the Calendar Navigation left pane, etc);
    • Right click, select Folder Permissions...
    • In the Permissions Tab
    • Click the 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 (at a minimum, you need to give him/her a "Reviewer" role at this level - read access)
    • Press OK to exit.
  2. 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
    • Open file -> Account Settings -> Account Settings
    • Select your mailbox and click the Change button
    • Click the More Settings button
    • Click the Advanced tab
    • Click the Add button
    • Fill in the name of the account (theirname@yourdomain.com);
    • Press OK button
    • Make sure "Download Shared Folder" is checked.
    • Now press OK -> Next -> Finish.
  3. ​ He/she should now see your Mailbox-name and right below it your shared mail folder in the Outlook left Navigation Pane under "All Mail Folders". If this is an additional Calendar you shared out, then he/she will find it listed as an additional calendar in his/her main Outlook Calendar view.
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