How to Share and Accept Folders in Outlook Client

Transcription

1 1 How to Share and Accept Folders in Outlook Client Sharing folders in Outlook is a two-step process. A folder must be shared and then accepted. Step 1: The owner must share their mailbox, Cabinet and specific folder with another person. A. Share your mailbox (don t worry- they can t see your mailbox items unless you change the permission level) Right Click on your main Mailbox- that has your name next to it. Select Change Sharing Permissions In the Mailbox Properties window- Click on the Permissions tab Click on Add to search for users. Note: Don t worry if there are people already in your list. They cannot see any contents of your mailbox unless you change the Permission level. It is automatically set to None. If they are already on your list though, you can skip the next step. Next to Search: Select Name only and type the first name of the person you want. Or Click on More Columns and you can search by last name. Highlight the person you want to share your folder with and click Add.

2 2 Click on the person s name so that it is highlighted. Leave the permission level at None. Check the Folder Visible box. (They ll be able to see your mailbox icon, but not anything in it, unless you give them rights.) Click Apply B. Share your Cabinet (don t worry- they can t see it unless you change the permission level) Right Click on your Cabinet Select Change Sharing Permissions

3 3 In the Cabinet Properties Window- Click on the Permissions tab Click on Add to search for users. Note: Don t worry if there are people already in your list. They cannot see any contents of your cabinet unless you change the Permission level. It is automatically set to None. If they are already on your list though, you can skip the next step. Next to Search: Select Name only and type the first name of the person you want. Or Click on More Columns and you can search by last name. Highlight the person you want to share your folder with and click Add.

4 4 Click on the person s name so that it is highlighted. Leave the permission level at None. Check the Folder Visible box. (They ll be able to see your cabinet icon, but not anything in it, unless you give them rights to a specific folder) Click Apply C. Now you are ready to Share the actual Folder you want them to see. Right Click on the folder you want to share. Here you can see I have selected my technology help folder (it s highlighted.) Select Change Sharing Permissions

5 5 In the Folder Properties window- Click on the Permissions tab Click on Add to search for users. Note: Don t worry if there are people already in your list. They cannot see this folder unless you change the Permission level. It is automatically set to None. If they are already on your list, skip the next step. Next to Search: Select Name only and type the first name of the person you want. Or Click on More Columns and you can search by last name. Highlight the person you want to share your folder with and click Add.

6 6 Click on the person s name so that it is highlighted. Change the Permission Level to Reviewer Under Read: It should say Full Details Assigning More Rights Under Write: You can also give users rights to add, edit and create files in this folder. Under Delete items: You can give them rights to delete files as well. Click Apply Click OK Check the Folder Visible box. (This is the only folder they will be able to see.) Click Apply

7 7 Step 2: Accessing a folder someone has shared with you Now that you have shared a folder with someone, they will have to accept and locate the folder. To see the folder that s been shared with you. Click on Tools in the menu bar. Select: Account Settings Under the tab- Click on Change

8 8 Click on More Settings Click on the Advanced tab Click on Add

9 9 Type in the first name of the person who has shared a folder with you Click OK Highlight the person s name. Click Close You will now see the user s Mailbox. You will now see the person s name in the mailbox list. Click Apply Click OK

10 10 Click Close Click Finish You will now be able to see this folder in your . As you can see- this is Trina Rodriguez mailbox. But notice- She also now has my Mailbox-Sharon Thornton. If she clicks on the + sign, she can see my cabinet folder. If she clicks Technology Help, it will open all the files in this folder in her window. Again- this is the only information she can see in my mailbox.