Sharing an Outlook Folder (Mail, Sub-Calendar, Contacts) with another person

Question

• How can I share an Outlook folder with someone else?
• Can I share an Outlook folder with another person?

Environment

Bowdoin faculty, staff, and students using Outlook.

Resolution

If you would like to give a person permission to access a folder in your Microsoft 365 account, it involves giving permission in two places.

• First, you need to give the person permission to access your Microsoft 365 e-mail account Mailbox (e.g., Mailbox - Doe, Jane)
• Then you need to give the person permission to access each Folder/Subfolder you want to share. The process for sharing your Mailbox and your Individual folders is the same. 

If you are trying to share your entire calendar with someone else (and not just one particular folder or calendar) see the Outlook Calendar category for a series of instructions.

Outlook for Windows
Outlook for macOS
Outlook Online

Sharing your folders using Outlook for Windows

1. Right-click on your Mailbox name (e.g., Mailbox-Doe, Jane) and select Sharing and Permissions.
2. Select the add (+) button.
3. Select the person you wish to give permission to from the address list and press the Add button.
4. Press the OK button. 
5. Click on the person's name and select the appropriate permissions from 'Permission Level:' drop down list (e.g., Owner, Contributor...).  Reviewer rights are recommended at the Mailbox level.  The option "Folder Visible" must be selected. 
6. Click the OK button.

Now you will need to give permissions to the actual mail folder, subcalendar or contacts.

1. Right click on the folder you wish to share (if wanting to share a subcalendar or contacts, you will need to click the ... icon and choose Folders icon to view all folders)
2. Select Properties or Sharing Permissions (depending on your Outlook version) and click Permissions tab. 
3. Click the Add button. 
4. Select the person you wish to give permission to from the address list and press the Add button.
5. Press the OK button.
6. Click on the person's name and select the appropriate permissions from 'Permission Level:' drop down list (e.g., Owner, Contributor...).  
7. Click the OK button.
8. To share additional folders/subfolders, right-click on the folder or subfolder you wish to share and follow steps 2-7 above.

Accessing another person's folder(s) using Outlook for Windows

To open another persons folder(s), you need to make sure that you have been given permission to their Mailbox account and the Folders/Subfolders in that Mailbox account that you wish to access (e.g., See steps 1-7 above). Then proceed with Step 1 below.

1. Choose File | Account Settings.
2. Select your Office 365 account and click the Change button.
3. Click the More Settings button.
4. Click the Advanced button.
5. Under Mailboxes, 'Open these additional mailboxes:' click on the Add button and type the person's name in the window (e.g., Jane Doe), and click the OK button.
6. Click the OK button.
7. Click the Next button.
8. Click the Finish button.
9. Restart Outlook.

The folder will appear at the bottom of your folder list.

Sharing your folders using Outlook for macOS

1. Right-click on your Mailbox name (e.g., Mailbox-Doe, Jane) 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 you wish to give permission to from the address list and press the Add button.
5. Press the OK button.  (there is no need to apply special permissions at this point.)
6. Press the Done button.
7. Close the Accounts window.

Now you will need to give permissions to the actual mail folder, sub-calendar or contacts.

1. Right click on the folder you wish to share (if wanting to share a sub-calendar or contacts, you will need to click the ... icon and choose Folders icon to view all folders)
2. Select Sharing Permissions.
3. Click the Add User... button. 
4. Select the person you wish to give permission to from the address list and press the Add button.
5. Press the OK button.
6. Click on the person's name and select the appropriate permissions from 'Permission Level:' drop down list (e.g., Owner, Contributor...).  
7. Click the OK button.
8. To share additional folders/subfolders, right-click on the folder or subfolder you wish to share and follow steps 2-7 above.

Accessing another person's folder(s) using Outlook for macOS

1. Right-click on your Mailbox name (e.g., Mailbox-Doe, Jane) and select Account Settings.
2. Select the Delegation and Sharing button.
3. Press the Shared With Me tab.
4. Click the + button
5. Search for and select the person's mailbox you want to access from the address list and press the Add button.
6. Press the Done button.
7. Close the Accounts window.
8. Their mailbox with the folders you have permission to will appear in your list of mailbox in the left sidebar.

Sharing your folders using Outlook on the web

1. Login to Outlook on the web
2. Click the Outlook icon
3. Click the Mail icon
4. Right click on your name in the Mailbox list
5. Select Permissions
6. Click the + button to add a new person
7. Type the name of the person you are sharing the folder with and click Add
8. Select the desired permission level (Reviewer is recommended) - Folder visible must be a selected option.
9. Click OK

Now you will need to give permissions to the actual mail folder, subcalendar or contacts.

1. Right click the folder you wish to share and select Permissions.
2. Click the + icon and type the name of the person you are sharing the folder with and click Add
3. Select the desired permission level 
4. Click OK
5. Repeat steps 2-7 for the folder(s) you wish to share.

Accessing another person's folder(s) using Outlook on the web

1. Login to Outlook on the web
2. Click the Outlook icon
3. Click the Mail icon
4. Right click on your name in the folder list.
5. Choose Add Shared Folder
6. Type the name of the person whose folder you wish to open and click Add
7. The folder will appear at the bottom of your folder list.

Additional Help

If you need further assistance, please contact the Bowdoin College Service Desk