Outlook 2013: Sharing Folders

Transcription

1 Best practice for sharing folders in Outlook 2013 is to create a top level Shared folder and place mail items or folders in that folder to share. After sharing a folder, you will need to close and reopen Outlook It can take several minutes before a folder appears in Outlook. 1. To create a top level folder, right click the parent folder (netid@msstate.edu), and click New Folder. Name the folder Shared. 2. After you have created the Shared folder, you can add other folders within Shared which will enable you to share out with other users. 3. Right click the Shared folder icon and select New Folder. In this example, we created a folder named Important Right click the Important folder and select Properties from the drop down menu. 5. When you see the Properties window, click the Permissions tab and click Add... to add someone to your shared folder. 8/15

2 3. In the Add Users window, search for the person(s) you would like to share the folder. Once located, double-click the name. Do this for all the people with which you plan to share the folder. After the user(s) are selected, click Add and OK. Bulldog 4. You should now see the name(s) you added in the Permissions tab. You should check the Folder visible checkbox to allow the person you added to see the folder. Gracia, Tony Reviewer 5. While still in the Permissions tab, select the Permission Level via the dropdown menu or select with the radio buttons and checkboxes under the Permissions Level section. Click Apply, then OK. The recommended levels of access for each user are Reviewer for read only or Publishing Editor for read/write access. 2

3 6. You need to make your top level folder edu) and Shared folders visible in order for those with sharing permissions to see them. To do this, right click your top level folder and click on Folder Permissions. For the Shared folder, right click and choose Properties. 7. The Permissions tab should look similar to those pictured below. You will only need to check the Folder visible box and click OK. [] IMPORTANT NOTE: When you change your top level folder to Folder visible, each new folder created directly under will have the Folder visible attribute checked. The best practice is to turn off the Folder visible attribute for each new folder you create that you do not wish to share. 8. At this point, the initiator who is sharing the folder has concluded their required actions. The next steps concern the person(s) who the sharing initiator selected. Owner - Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.) Publishing Editor - Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Editor - Create, read, modify, and delete all items and files. Publishing Author - Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.) Author - Create and read items and files, and modify and delete items and files you create. Contributor - Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Reviewer - Read items and files only. Explanation of Permissions Custom - Perform activities defined by the folder owner. (Does not apply to delegates.) 3

4 These are the instructions for the user to add the shared folder to Outlook from the initiator. The user(s) will only know that a folder has been shared through communication with the initiator. There is no or alert sent to inform the user(s). Once the user(s) has been informed of folder sharing invitation there are steps to complete the sharing process. 1. To add the shared folder, select the File tab which will go to the Backstage View in Outlook. 2. Click the Account Settings box and in the dropdown menu, choose Account Settings... 4

5 3. In the Account Settings window, select the tab, select your account and click Change... \Inbox in data file C:\Users\beb14\...\Outlook\ - outlook.ost 4. In the Change Account window, in the Server Settings section, click the More Settings... button. 5

6 5. Select the Advanced tab and within the Mailboxes section, click Add... button. 6. In the Add Mailbox window, type in the name or part of the person that shared the folder with you and then click OK. Make your choice in the returned results. Click OK. Bulldog Bulldog Bulldog, Daisy 7. The name of the person that shared the folder with you appears in the Mailboxes section. Select that person s name and click OK to close this window. 6

7 8. In the Server Settings windows, click Next. 9. Click Finish in the You re all set! window. The name of the person who initiated the shared the folder will appear at the bottom of the folder list with the names of the folders that were shared. If the shared folder(s) do not appear, close Outlook and reopen it (it may take a few minutes for the shared folder(s) to appear in your folder list). 7