Share an Outlook Folder with Another Person

Questions

• How do I share an Outlook folder with someone else?
• Can I share an Outlook mail folder, sub-calendar, or contacts folder with another person?
• How do I give someone permission to access a folder in my Microsoft 365 mailbox?
• How do I open a folder that another person has shared with me?
• How do I set permission levels such as Reviewer or Contributor on a shared folder?
• How do I share a sub-folder inside my Inbox without exposing the whole Inbox?
• How do I add a shared mailbox to Outlook on Windows, macOS, or the web?

Environment

This article applies to Bowdoin faculty, staff, and students using Outlook with a Microsoft 365 account, including Outlook for Windows, Outlook for macOS, and Outlook on the web.

• Sharing a single folder requires granting permission in two places: first the mailbox, then each folder or sub-folder to be shared.
• To share an entire calendar rather than one folder or sub-calendar, see Share Your Microsoft 365 Calendar in Outlook in the Related Articles section.

Resolution

Sharing an Outlook folder requires granting permission in two places:

• First, give the person permission to access the Microsoft 365 mailbox (for example, Mailbox - username@bowdoin.edu).
• Then, give the person permission to access each folder or sub-folder to be shared. The process for sharing the mailbox and for sharing individual folders is the same.

Share folders using Outlook for Windows

Grant permission to the mailbox first:

1. Right-click the Mailbox name (for example, Mailbox - username@bowdoin.edu) and select Sharing and Permissions.
2. Select the add (+) button.
3. Select the person to grant permission to from the address list and select the Add button.
4. Select the OK button.
5. Select the person's name and choose the appropriate permissions from the Permission Level drop-down list (for example, Owner or Contributor). Reviewer rights are recommended at the mailbox level. The Folder Visible option must be selected.
6. Select the OK button.

Next, grant permission to the actual mail folder, sub-calendar, or contacts folder:

1. Right-click the folder to share. To share a sub-calendar or contacts folder, select the ... icon and choose the Folders icon to view all folders.
2. Select Properties or Sharing Permissions (depending on the Outlook version) and select the Permissions tab.
3. Select the Add button.
4. Select the person to grant permission to from the address list and select the Add button.
5. Select the OK button.
6. Select the person's name and choose the appropriate permissions from the Permission Level drop-down list (for example, Owner or Contributor).
7. Select the OK button.
8. To share additional folders or sub-folders, right-click the folder or sub-folder to share and repeat steps 2 through 7.

Access another person's folders using Outlook for Windows

To open another person's folders, first confirm you have been granted permission to their mailbox and to the folders or sub-folders you want to access (see the sharing steps above). Then continue:

1. Choose File > Account Settings.
2. Select the Microsoft 365 account and select the Change button.
3. Select the More Settings button.
4. Select the Advanced button.
5. Under Mailboxes, next to Open these additional mailboxes, select the Add button, type the person's name (for example, Jane Doe), and select the OK button.
6. Select the OK button.
7. Select the Next button.
8. Select the Finish button.
9. Restart Outlook.

The shared folder appears at the bottom of the folder list.

Share folders using Outlook for macOS

Grant permission to the mailbox first:

1. Right-click the Mailbox name (for example, Mailbox - username@bowdoin.edu) and select Account Settings.
2. Select the Delegation and Sharing button.
3. Under the Delegates and Sharing tab, select the + button.
4. Select the person to grant permission to from the address list and select the Add button.
5. Select the OK button. There is no need to apply special permissions at this point.
6. Select the Done button.
7. Close the Accounts window.

Next, grant permission to the actual mail folder, sub-calendar, or contacts folder:

1. Right-click the folder to share. To share a sub-calendar or contacts folder, select the ... icon and choose the Folders icon to view all folders.
2. Select Sharing Permissions.
3. Select the Add User... button.
4. Select the person to grant permission to from the address list and select the Add button.
5. Select the OK button.
6. Select the person's name and choose the appropriate permissions from the Permission Level drop-down list (for example, Owner or Contributor).
7. Select the OK button.
8. To share additional folders or sub-folders, right-click the folder or sub-folder to share and repeat steps 2 through 7.

Access another person's folders using Outlook for macOS

1. Right-click the Mailbox name (for example, Mailbox - username@bowdoin.edu) and select Account Settings.
2. Select the Delegation and Sharing button.
3. Select the Shared With Me tab.
4. Select the + button.
5. Search for and select the person's mailbox to access from the address list and select the Add button.
6. Select the Done button.
7. Close the Accounts window.
8. The person's mailbox, with the folders you have permission to view, appears in the list of mailboxes in the left sidebar.

Share folders using Outlook on the web

Grant permission to the mailbox first:

1. Sign in to Outlook on the web at outlook.office.com.
2. Select the Outlook icon.
3. Select the Mail icon.
4. Right-click your name in the mailbox list.
5. Select Permissions.
6. Select the + button to add a new person.
7. Type the name of the person to share the folder with and select Add.
8. Select the desired permission level (Reviewer is recommended). Folder Visible must be a selected option.
9. Select OK.

Next, grant permission to the actual mail folder, sub-calendar, or contacts folder:

1. Right-click the folder to share and select Permissions.
2. Select the + icon, type the name of the person to share the folder with, and select Add.
3. Select the desired permission level.
4. Select OK.
5. Repeat steps 2 through 4 for each folder to share.

Access another person's folders using Outlook on the web

1. Sign in to Outlook on the web at outlook.office.com.
2. Select the Outlook icon.
3. Select the Mail icon.
4. Right-click your name in the folder list.
5. Choose Add Shared Folder.
6. Type the name of the person whose folder to open and select Add.
7. The shared folder appears at the bottom of the folder list.

Additional Help

If you need further assistance, you have several options:

• Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
• Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
• In person: Visit the Tech Hub in Smith Union during business hours.
• Submit a ticket: Request assistance through the Service Catalog.