How to Share a Exchange folder with Outook 2007 & 2010

How do I - Exchange - Share Folders with Outlook 2007 & 2010

Folder Sharing lets you give other Exchange users access to your mail folders. You specify which folder, and the level of access, that is, whether the delegate can simply see items in a folder, or whether they can create, edit, and/or delete items.

Note: Items in any existing sub-folders of the folder you share are not available to the person unless you change the sharing permissions on each sub-folder. However, new sub-folders (created after sharing rights were set) inherit the folder access permissions of the parent folder.

If you are sharing any folder other than your Inbox, be sure to follow the steps in both Part one and Part two below.

Part One - Sharing the contents of a folder
This example shares your Inbox, but you can share any mail folder on the Exchange server. If you share a folder other than your Inbox, be sure also to follow the steps in Part Two below.
Share Fldr Step 1

Step 1: With Outlook open:

  1. In the Navigation Pane, click Mail.
  2. Right-click the folder you want to share.
  3. Select Properties...


Share Fldr Step 2 Step 2: Within the Properties Window.

  1. Select the Permissions Tab
  2. Click the Add... Button.

Note: you can only share folders that are hosted on the Exchange server, not local folders.

Share Flder Step 3

Step 3: In the Add Users dialog box

  1. Type all or part of the person’s name, then click Go.
  2. Highlight their name in the resulting list, click Add
  3. Click OK.
  4. You should now see their name displayed in the Properties dialog box.

Share Flderz Step 4Step 4:

  1. Click the User you just added to Highlight.
  2. Within the Permissions Level drop down list, select the desired permissions level.
  3. Click OK.


A Short description of Rights:

  • Reviewer - the person can read items in the manager's folder, but can't add, delete, or change anything.
  • Author - the person can read and create items, and can modify and delete items that he or she creates.
  • Editor - the person can do everything that an Author has permission to do and can modify and delete the items that the manager created.
  • Owner - Same as Editor, but adds the ability to modify rights as well. (not recommended)


Part Two - Making higher-level folders visible

If you shared your Inbox in Part One above, you do not need to read any further or do any of the steps here in Part Two.

Share Pt2If you shared something other than your Inbox, that is, a folder lower in the hierarchy, you'll also need to make the "parents" of that folder visible, right up to the Inbox. Your delegate will not be able to see the items in each folder (unless you use the steps above), but they need to be able to see the folders themselves in order to see the sub-folder where you want them to see the contents.

For example, in the screenshot shown here, assume we wanted to share the 2nd quarter folder. For this folder to be visible, we need to make all of its parents visible: 2009, Proposals, and Inbox. We’d need to complete the steps below three times, once for each of those folders.

The steps here are similar to part one (above), but step 6 is where it gets different.
  1. In the Navigation Pane, click Mail.
  2. Right-click the Sub-Folder you want make visible, and select Properties..
  3. On the Properties dialog box, click Add.
  4. Final StepIn the Add Users dialog box, type all or part of the person’s name, then click Go.
  5. Highlight their name in the resulting list, click Add, then click OK.
  6. Click on the person's name, then click to put a checkmark next to Folder visible in the Other section. Do not change the permission level.
  7. Click OK.
Repeat these steps as necessary to make each “parent” level visible.
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