Sharing a Folder with Another User in Outlook
Sharing a folder in Outlook involves two steps:
- The owner grants folder permissions to the recipient
- The recipient adds the shared folder to their email account
1. Owner: Setting Folder Permissions
- In your email, select the folder you want to share with another person at Metropolia.
- Right-click the folder and select Properties.
3. In the window that opens, go to Permissions tab (picture above)
4. Click Add to select the person with whom you want to share the folder.
5. In the search field, type the person’s name, double-click their name in the list, and click OK.
6. In the Permissions tab, select the person’s name and set their Permission level to Reviewer. The Read field will automatically switch to Full details, allowing them to read all messages in the folder.
Permission Levels:
- Reviewer: Can read items in the folder.
- Author: Can read and create items and edit and delete items they created.
- Editor: Has the same permissions as Author and can additionally edit and delete items created by others.
For more information on permission levels, see Microsoft's guide:
Allow someone else to manage your mail and calendar.
7. Additionally, grant Folder visible permissions for each parent folder above the shared folder. Otherwise, the person will not be able to see the shared folder.
- Select the person’s name.
- From the Other list, choose Folder visible. Note: Permission level should remain set to None.
- Important: Repeat this for each parent folder above the shared folder, including your profile folder, shown as firstname.lastname@metropolia.fi.
Once you have completed these steps, the recipient can add the shared folder to their account (see step 2).
2. Recipient: Adding the Shared Folder to Your Email
- In Outlook, go to File > Account Settings > Account Settings > Email tab > Change > More Settings > Advanced tab > Add.
- In the Add mailbox field, type the email address of the person who shared the folder with you, and click OK.
You should now see the folder owner’s name in your email, with the shared folder listed beneath it.
Did You Encounter a Problem?
- Restart your computer and the device where the issue is occurring. Try the function again.
- If the function you are attempting is happening in a web browser, try the function again in an incognito or private window and in a different browser.
- Try searching for a solution on the site of the IT Services by using the following search methods:
- navigation menu of the site (on the left)
- search machine of the wiki (right upper corner)
- a general search engine, for instance Google Search
- alphabetical index
- FAQ
If the problem is not resolved, please contact the helpdesk according to best practices. Always include a full screen screenshot of the issue in your service request.
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