This article will show you how to share folders between users of a Hosted Exchange mailbox.
To allow another Exchange user in your domain to be able to access one of your folders, you need to grant them the appropriate permissions. Permissions can be set by an end user or by an administrator.
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To enable another Exchange user to have access to a folder under your mailbox, you need to grant permissions to your mailbox and then to the folder you want to share. Follow the steps listed below to setup folder sharing with another user on your domain.
Screenshots have been taken using Outlook 2010.
In the example below, the “Reviewer” permission has been selected. This will give the user the ability to see the “Shared Folder” folder and its contents but not be able to edit or delete them.
In the example above we granted permissions to the “Shared Folder” folder for John Citizen. The following steps will show how John Citizen can now access this folder.
Screenshots have been taken using Outlook 2010.
The folder will now appear in the list of mailboxes. Click Apply and OK.
An Exchange user that only has Outlook Web Access (OWA) to their mailbox can only grant "Full" access rights for their mailbox to another user. These permissions are managed through the control panel. The “Full” access permission is needed for enabling sharing for users that only use the OWA to access their mailbox. To enable the permissions necessary for sharing, follow the steps listed below.
When setting permissions on folders in Outlook you have the following permissions to choose from:
Permission | Description |
Owner | Allows full rights to the mailbox, including assigning permissions; you should not assign this role to anyone |
Publishing Editor | Create, read, edit, and delete all items; create subfolders |
Editor | Create, read, edit, and delete all items |
Non-Editing Author | A user with this role can create items, read all items and files but not modify or delete items and files. |
Publishing Author | Create and read items; create subfolders; edit and delete items they've created |
Author | Create and read items; edit and delete items they've created |
Reviewer | Read items |
Contributor | Create items |
None | Gives no permissions for the selected accounts on the specified folder. |