Sharing an Outlook Folder

Owned by Griffin Freiberg
Last updated: Feb 15, 2024 by Ashley Mattingly
7 min read

This article contains directions on how to share a Microsoft 365 folder, or an Outlook folder, with another user on Outlook. Permission must be granted in two separate places in order to share an Outlook folder. First you must grant the user permission to the mailbox, and then you can grant the user permission to the folder itself. Make sure to take both these steps, or the user you are sharing the folder with will not be able to access it.

There are various permission levels that can be used to control what level of access you permit. Make sure to select the proper type of access when granting permissions.

If you are unsure of the differences between Office 365 folder permission levels, expand the table below

Owner: Create, read, modify, and delete all items and files, and create sub-folders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)

None: You have no permission. You cant open the folder.

Contributor: Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

Reviewer: Read items and files only.

Non-Editing Author: Full read details. Create items. Delete own items. Folder visible.

Publishing Editor: Create, read, modify, and delete all items and files, and create sub-folders. (Does not apply to delegates.)

Editor: Create, read, modify, and delete all items and files.

Publishing Author: Create and read items and files, create sub-folders, and modify and delete items and files you create. (Does not apply to delegates.)

Author: Create and read items and files and modify and delete items and files you create.

Custom: Perform activities defined by the folder owner. (Does not apply to delegates.)

Note - With author or editor permissions, a delegate has send-on-behalf-of permission. Sent messages contain both the managers and delegates names. Message recipients see the managers name in the Sent On Behalf Of box and the delegates name in the From box.

Sharing your folder(s) using Outlook

First, you must grant access to the mailbox.

  1. Right-click on your mailbox name and select Folder Permissions

  2. Select the Add button

  3. Select the user you wish to give permission to from the address list, then click Add

  4. Click OK

  5. Click on the user selected in step 3 and select the appropriate level of access under Permission Level. At the mailbox level, you should start with Reviewer access. More in depth access can be given at the folder level in the second part of this process. For more information on permission levels see the expandable table at the top of this page

  6. Ensure the option Folder Visible is selected and then click Apply and OK

Now that permission was granted to the mailbox, we can grant access to the specific folder you wish to share.

  1. Right click on the folder you wish to share

  2. Click on Properties or Sharing Permissions. You will see one or the other depending on your Outlook version.

  3. Navigate to the Permissions tab

  4. Click Add

  5. Select the user you wish to give permission to from the address list, then click Add

  6. Click OK

  7. Click on the user selected in step 5 and select the appropriate level of access under Permission Level, click Apply and then OK

To share folders beyond the first, simply repeat the steps above

Accessing another person’s folder(s) using Outlook

Before attempting to access another user’s folder, make sure the user has granted you both mailbox level and folder level access as shown above

  1. In Outlook, click on File in the top left

  2. Click on Account Settings->Account Settings

  3. Select your account and click on Change

  4. Click on More Settings

  5. Click Advanced

  6. Under Mailboxes, 'Open these additional mailboxes:' click on the Add button

  7. Type the user’s name in the Window then click OK

     

  8. Ensure you have the correct user selected and click OK

  9. Click Apply and then OK

  10. Restart Outlook, the folder should appear below your main Mailbox and above your Online Archive

Sharing your folder(s) using Outlook Web Access (OWA)

If you need help with using OWA please see our guide here. Once you’ve logged into OWA, follow the steps below. First we must grant access to the mailbox:

  1. Click the Mail icon to open your Mail folders

  2. Right click Folders in the folder list

  3. Click on Permissions

  4. Click the + button to add a user

  5. Type the name of the user you wish to share the folder with and click Add

  6. Ensure the proper user is highlighted and select the desired permission level. At the mailbox level, you should start with Reviewer access. More in depth access can be given at the folder level in the second part of this process. For more information on permission levels see the expandable table at the top of this page

  7. Ensure Folder Visible is checked

  8. Click OK

Now that permission was granted to the mailbox, we can grant access to the specific folder you wish to share.

  1. Right click the folder you wish to share

  2. Click on Permissions

  3. Click the + button to add a user

  4. Type the name of the user you wish to share the folder with and click Add

  5. Select the desired permission level. See the table at the top of this guide for more information on permission levels

  6. Click OK

Repeat the second set of steps for each folder the user you are sharing your mailbox with will have to access.

Accessing another person’s folder(s) using OWA

If you need help with using OWA please see our guide here. Once you’ve logged into OWA, follow the steps below.

  1. Click the Mail icon to open your mail folders

  2. Right click on Folders in the folder list

  3. Click Add Shared Folder

  4. Type the name of the user whose folder you are accessing. Select the proper user and click Add

You should now see the folder at the bottom of your folder list, below the online archive.