Outlook: Sharing Folders

Sharing a folder in Outlook allows multiple people access to messages for the purpose of reference, efficiency in replying to important office email and other shared office tasks.  There are two parts to sharing a folder successfully; part one involves sharing a specific folder, part two involves making the higher-level folders visible.

This Knowledge Article covers how to share a folder in Outlook on the Web and Outlook Desktop Version.  Follow the instructions for the version you are using.

Outlook on the Web

Part One – Share a Specified Folder

1. Login to email.svsu.edu.
2. Open the Mail App.
3. Right-click the folder you want to share.
4. Click Permissions.
5. Click the + button.
6. Type the name of the person you wish to share the folder with.
7. Select their name from the displayed list.
8. Use the drop-down to select the correct Permission level for the access you would like the other user to have to the folder and its contents.
   
   
    
9. Click OK.
10. Next, you will need to make all the higher-level folder visible to the person you are sharing the folder with.

Part Two - Making Higher-Level Folders Visible

If the folder you are sharing is contained in another folder or set of folders, you must edit the permission for each of the higher-level folders to make them visible to the person/people you are sharing with.  Making a folder visible does not allow people to see the messages inside of the folder.  People will only see the folder names and hierarchy of the folders that you make visible.

1. Right-click the folder that contains the folder you are sharing.
2. Click Permissions.
3. Select the name of the person you shared the folder with.
4. Check the box next to Folder visible.
5. Click OK.
6. REPEAT steps 1-5 for each level that the shared folder is contained in INCLUDING the Inbox and folder titled with your name.  The named folder is the highest-level folder and must also be made visible.
   
   

Outlook Desktop Version

Part One – Share a Specified Folder

1. Open Outlook 2016.
2. Right-click the folder you want to share.
3. Click Properties.
   
   
    
4. Click the Permissions tab.
5. Type the name of the person you wish to share the folder with.
6. Select their name from the displayed list.
7. Use the drop-down to select the correct Permission level for the access you would like the other user to have to the folder and its contents.
   
   
    
8. Click OK.
9. Next, you will need to make all the higher-level folder visible to the person you are sharing the folder with.

Part Two - Making Higher-Level Folders Visible

If the folder you are sharing is contained in another folder or set of folders, you must edit the permission for each of the higher-level folders to make them visible to the person/people you are sharing with.  Making a folder visible does not allow people to see the messages inside of the folder.  People will only see the folder names and hierarchy of the folders that you make visible.

1. Right-click the folder that contains the folder you are sharing.
2. Click Properties.
3. Click the Permissions tab.
4. Select the name of the person you shared the folder with.
5. Check the box next to Folder visible.
6. Click OK.
7. REPEAT steps 1-6 for each level that the shared folder is contained in INCLUDING the Inbox and folder titled with your name.  The named folder is the highest-level folder and must also be made visible.

Permission Level Details

Finding a Folder that has been Shared with You – Outlook on the Web

After changing the permissions of a folder to share it with others, those users must add the shared folder to their folder list.  To add a shared folder to their folder list, have them follow the instructions below.

1. Right-click your name in the folder list.
2. Choose Add shared folder…
   
   
    
3. Type the name or email address of the user who has shared folders with you.
4. Click Add.
5. The name of the person who has shared the folder with you will now appear at the bottom of your folder list.  Click the expand carrot on each of the folders to view the contained folders and messages.

Finding a Folder that has been Shared with You – Outlook 2016 Desktop Version

After changing the permissions of a folder to share it with others, those users must add the shared folder to their folder list.  To add a shared folder to their folder list, have them follow the instructions below.

1. Open Outlook 2016.
2. Choose the File menu.
3. Click Account Settings, then select Account Settings from the dropdown list.
4. Double-click your email address from the list.
5. Click the More Settings… button.
6. Click the Advanced tab.
7. Click the Add… button.
8. Type the name or email address of the user who has shared folders with you.
9. Click OK.
10. Click OK.
11. Click Next.
12. Click Finished.
13. Click Close.
14. The name of the person who has shared the folder with you will now appear at the bottom of your folder list.  Click the expand carrot on each of the folders to view the contained folders and messages.