How do I share a folder in Outlook?

With your Rose-Hulman email account, you have the ability to share your contacts, calendar entries, and even your inbox with others. This guide outlines how to share folders and set permissions.

Set the Top Level Folder Permissions

This is a required one-time step so people can access your shared folders.

1. Start Outlook.
2. In the Navigation Pane, typically on the left of the Outlook window, right-click on your email address, then click Folder Permissions.
3. Click Default, then check Folder visible.
4. Click Anonymous, then check Folder visible.
5. Click OK.

Sharing an Outlook Folder…

This is the first step for each of the following sections about sharing an Outlook folder.

1. Start Outlook.
2. In the Navigation Pane, typically on the left of the Outlook window, right-click on the folder you wish to share, then click Properties.
3. Click the Permissions tab.

With everyone (read-only)

These steps will allow anyone who uses Rose-Hulman's Exchange server to be able to view the contents of the selected folder.

3. Click Default, then change the Permission Level to Reviewer.
4. Next, click Anonymous, then change the Permission Level to Reviewer.
5. With those two set as to Reviewer, click OK.

With specific people

These steps will make the selected folder available to the people you select.

3. Click the Add... button.
4. In the window that opens, select the person you wish to give permissions to from the Global Address List, then click the Add -> button.
5. You can repeat this several times to add multiple people.
6. Click OK once you have added all the people you wish to add.
7. You can set each person's Permission Level.

• None - Gives no permissions to your folder
• Contributor - Allows that person to add new entries to your folder, but they can't read any items
• Reviewer - Gives read only access to your folder (This is a common permission level to give someone)
• Nonediting Author - Allows the person to read all items, create new items, and delete items they created
• Author - Able to read all items, create new items, edit and delete their own items
• Publishing Author - The same as Author, except they can create new subfolders
• Editor - Full rights to your folder, but they can't create subfolders
• Publishing Editor - The same as Editor, except the can create new subfolders
• Owner - Full rights to your folder, includes changing permissions (Not recommended)

8. The minimal useful Permission Level for sharing folders is Reviewer.
9. Once you have set everyone's Permission Level, click OK to save those changes.