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OUTLOOK - SHARING FOLDERS

View the fastfacts recorded session on folder sharing: fast forward to 21:00 minutes into the presentation.

Topics:

• Sharing a Folder
• Opening a Folder Someone has Shared with You

Sharing a Folder:

• Right-click on the folder you want to share and select Change Sharing Permissions.

• On the permissions tab of the folder's Properties window, click the Add button.

• Start typing the last name of the person you want to have access. Click on that person's name to select them, then click the Add button. Repeat for any other person you wish to have access to your folder. When all names are added, click OK.

• Select each person's name and choose the predefined permission level (role) you want them to have or check the boxes beside the specific rights you want them to have.

The most common permission levels:

Reviewer: Can view information.

Author: Can create information.

Editor: Can read, create, and modify information.

Warning!: Leave the "Default" and "Anonymous" entries as they are! Do not delete these two entries!

• Once a folder is shared, it will have a "hand" underneath it like this:

Warning! You aren't finished yet!

• "Folder Visible" rights must be granted to your "Mailbox" folder and to any other folder that you must navigate through to get to the folder you have just shared.

In our example below, "Folder Visible" rights must be given to the "Mailbox" folder, the "Cabinet" folder, the "Projects" folder, and the "Outlook/Exchange" folder for the person we've just given rights to the "Training & Support" folder to see it. Notice that "Folder Visible" rights do NOT need to be granted to the LEAN folder under Projects - you do not have to navigate through that folder to get to the "Training & Support" folder.

• For each folder you must navigate through to get to the folder you just shared: Right-click the folder, add the person(s) to whom you shared that folder, and click the box beside "Folder Visible." Click OK.

• Send the person an email message telling them you have shared your folder with them. They won't see it automatically, but they will need to follow the steps described next to see and open your folder.

Warning!:  If you create a new folder underneath a shared folder, people who have rights to that shared folder will have rights to the new folder as well. The new folder "inherits" the rights of its parent folder.

Opening A Folder Someone Has Shared With You:

• On the main Outlook window, click Tools, and choose Account Settings.

• On the Account Settings window, click Change.

• On the Change Email Account Settings window, click the "More Settings" button.

• On the Microsoft Exchange window, click the Advanced tab, then click the Add button.

• On the Add Mailbox window, start typing the last name of the person who gave you rights to their folder, then press OK.

• You'll probably see a list of names (unless the person is the only one in the system with that last name). Select the person who gave you rights to their folder from the list that is presented. Click OK.

• Back on the "Change Email Account" window, click Next.
• Click Finish, and on the next window click Close.
• The shared folder will appear at the bottom of all of your folders as shown in the example below.