Sharing Items

Sharing Folders (Back to Top)

You can share your email, address book, calendar, tasks folders with others either in your organization, external guests, or the public. You right-click a folder and in the dialog that appears specify the type of access permissions to give the Grantee. You can share with internal users who can be given complete manager access to the folder, external guests that must use a password to view the folder content, and public access so that anyone who has the URL can view the content of the folder.

When internal users share a folder, a copy of the shared folder is put in the Grantee's Folder list on the Overview pane. When the folder is selected, the content displays in the Content pane.

Go to the Preferences Sharing folder to see a list of folders you shared with others and find folders that are shared with you.

Granting access to your folders

You can share folders with internal users or groups, external guests and the public.

Arrow Email folders can be shared only with internal users or groups

Internal users or groups

You can share with others in your group or company. When you share with internal users or groups, you enter the email addresses and select the type of access to grant, either:

  • Viewer. The Grantee can view the content in the folder but cannot change the content.
  • Manager. The Grantee has permissions to view, edit, remove content, accept and decline calendar invitations or requests to share other folders.
  • Admin. The Grantee has full permission to manage the folder, including view, edit, and remove content; accept and decline invitations, share your folder with other people or groups, or revoke access to a shared folder.
  • None. This is an option to temporarily disable access to a grantor's shared folder without revoking the share privileges. The Grantee still has the folder in their list but cannot view or manage activities in the folder.

External guests

You can share external guests that must use a password to view the folder content. External guides cannot make changes to your folder. You create the password

Public URL

Anyone who knows the URL to the folder can view the folder content. The public cannot make any changes to the folder. When you select to share with Public, the URL for that displays in the Share Properties dialog is made accessible to the public.

Revoking access to shared folders

You can edit the access rights and revoke permissions at any time from the folder's Edit Properties page or from the Preferences, Sharing folder.

Accessing a folder shared with you

When a folder is shared with you, you receive an email notification. When you select Accept in the email, the folder link is added to the Overview pane in your mailbox. When you click on the folder, you can see the contents of the Grantor's folder.

Managing items you share (Back to Top)

You can share your email, address book, calendar, tasks, notebooks and briefcase folders with others either in your organization, external guests, or the public. You can share with internal users who can be given complete manager access to the folder, external guests that must use a password to view the folder content, and public access so that anyone who has the URL can view the content of the folder.

You can view and manage your shared items from the Preferences Sharing folder. On this page you can do the following:

  • View folders that are shared with you, including those you have not accepted
  • View folders that you have shared with others, and take action such as edit, revoke or resend
  • Share folders with others

Folders shared with me

In this section, you toggle between two views:

  • Show folders shared with me through a distribution list. This option is selected by default. If folders are shared with you through a DL, the fields are populated with the shared item information.
  • Show folders shared with me by the following user. When you select this option, enter a name of a user that has shared an item with you. The information is displayed in one of the fields depending on whether you have accepted a share invitation or not. You can view information from one user at a time. The details are not saved.

Folders shared by me

In this section, your shared folders are listed, showing the address of the users you shared your folder with, the location of the shared item, the type of item shared (Mail, Address book, Calendar, Notebook, Task list), and the role you assigned to the user.

You can edit the share properties, revoke permissions to your share, or resend the invitation.

Share a Folder

You can share your email, address book, calendar, tasks folders directly from this Preferences folder.

  1. Select the folder type.
  2. Click Share.
  3. Select the item to share and click OK. The Share Properties dialog displays.
  4. On the Share Properties dialog select whom to share with.
    • Internal Users or Groups
    • External guests
    • Public

Sharing Mail Folders (Back to Top)

You can share any of your mail folders, including the Inbox folder and sub-folders. You select the folder(s) and specify the type of access permissions to give the Grantee. You can share with internal users who can be given complete manager access to the folder, external guests that must use a password to view the folder content, and public access so that anyone who has the URL can view the content of the folder.

When internal users share a mail folder, a copy of the shared folder is put in the Grantee's Folder list on the Overview pane. When the folder is selected, the content displays in the Content pane. The Grantee does not need to log on to the Grantor's mailbox. If the Grantee is given manager or admin permission, the Grantee can open the Grantor's folder, create items, and respond to requests for that person.

Scenarios for sharing a mail folder

  • Your sales department wants one central mailbox for all email messages requesting information about your product, and everyone in sales should be able to view email messages immediately when they come in. You can give everyone in the department permission to view the mail folder and they can copy the messages to their mailbox, or you can give them permission to manage the mail folder and they can reply on behalf of this address.
  • A manager is often out of the office and does not have time to respond to her email messages. When the manager delegates access to her Inbox mail folder, her assistant (grantee) can manage the content of her mail, respond to messages on her behalf, create folders to organize message in that mail folder, and delete messages.
  • Instead of sending email messages to dozens of addresses every time you have an announcement, you can identify one of your folders as a public folder that contains the email announcements. You can create shared access to only specific email addresses and set a password that must be entered to view the content, or you can make it a public URL for anyone who has the URL can view the content.

Sharing your mail folder (Back to Top)

You can share any of your mail folders with the following:

  • Internal users or groups. You select the type of privileges to grant to internal users.
  • Viewer. The Grantee can read the contents of the mail folder, but cannot make changes to the content.
  • Manager. The Grantee has permission to view, edit the contents of a mail folder, create new sub folders, send email on your behalf, and delete email messages.
  • Admin. The Grantee has full permission to view, edit the content of the mail folder, create new sub folders, send email on your behalf, delete email messages, and share your mail folder with others.
    • Arrow None is an option to temporarily disable access to a mail folder without revoking the share privileges. The Grantee still has the mail folder in his mailbox but cannot view or manage activities on the grantor's mail folder.


  • External guests. You create a password for the mail folder that guests must enter to view the email messages. They cannot make any changes to the information they view.
  • Public. Anyone that knows the URL to the mail folder can view the email messages. They cannot make any changes to the information.

To share your mail folders

You can select any mail folder level to share. If you select to share the top-level mail folder, all mail folders within that mail folder are also shared.

  1. Right-click on the mail folder you want to share. Note: You cannot share the Trash or Junk folders.
  2. Click Share Folder. The Shared Properties dialog displays. Select whom to share with, Internal user or groups, External guests, or Public.
  3. Depending on with whom you share, you do the following:
    • For Internal users or groups, enter the email addresses and in the Role area select the access privileges.
    • For External quests, enter quest's addresses and the password to enter to view your mail folder.
    • For the Public, direct the public to the URL that display in the URL area. For example, you could copy and email this URL to those you want to view the page.
  4. In the Message area select which type of message to send. This message can be sent to internal users and to external quests. The options are as follows:
    • Do not send mail about this share. No message is sent.
    • Send standard message. The standard share notification message is sent to the email address. This message includes the name of the mail folder that is being shared, your address, the grantee's address and the role assigned with a list of the allowed actions.
    • Add a note to standard message. You can add additional information to the standard message.
    • Compose email in new window. Create and send a new email message.
  5. Click OK.

  6. Remember, if you selected Public, you will need to notify the public of the URL.

Editing access to a shared folder (Back to Top)

You can change the permissions or revoke the share at any time.

  1. Right-click a mail folder you shared and click Edit Properties. In the Sharing for this folder section on the dialog, users sharing the folder are listed.
  2. Click Edit to change permissions, or Click Revoke to remove permissions.
  3. Select whether a message describing the change should be sent.
  4. Click OK.

Accepting access to a shared mailbox folder (Back to Top)

If you receive an email notice that you have been granted access to share another person's mail folder, you can accept or decline the share. When you accept the share, the shared mail folder displays in your Folders list in the Overview pane.

To Accept

  1. Click Accept Share in the email. The Accept Share dialog opens and describes the role granted to you.
  2. Before you accept, you can change the mail folder name and select a color to high-light the folder.
  3. (Optional) Select to send a confirmation back to the Grantor.
  4. Click Yes. The mail folder is added to your folder list. The message is moved to your Trash folder.

Working within a shared mail folder (Back to Top)

When you accept to share a Grantor's mail folder, the mail folder is displayed in your Overview pane. When you open the folder, you see the content of the folder. This information is not actually saved in your mailbox.

You can open the email and if you were granted permissions of Manager, you can reply to, forward, or delete the message. Copies of the messages you send are saved in the Grantor's mailbox and if you delete something from the Grantor's mailbox or mark it as spam, it is moved to the Grantor's Trash folder or Junk folder.

If you have access to more than one of the Grantor's folders, you can move the contents from one folder to another folder in the Grantor's mailbox. You can copy an email message from the Grantor's folders to your mail folders, and the Grantor's mail folder also retains a copy.

You can create folders within the shared mail folder and the new folder you created appears in the Grantor's mailbox.

Sharing your calendar with others (Back to Top)

You can share your calendar information with other people and give them one of the following access privileges:

  • Internal users or groups. You select the type of privileges to grant, either:
    • Viewer. The Grantee can see the activities posted to your calendar and the status of meeting requests, but cannot make any changes to your calendar.
    • Manager. The Grantee has permission to create meetings, accept or decline invitations, and edit and delete activities from your calendar.
    • Admin. The Grantee has permission to create meetings, accept or decline invitations, edit and delete activities from your calendar, share your calendar with others and remove other Grantees from your shared calendar.

    • None is an option to temporarily disable access to a grantor's shared calendar without revoking the share privileges. The Grantee still has the calendar in their calendar list but cannot view or manage activities on the grantor's shared calendar.

  • External guests. You create a password to access your shared calendar. Guests must enter this password to view the calendar. They cannot make changes to the calendar.
  • Public. Anyone that knows the URL to the shared calendar can view it. They cannot make changes to the calendar.

Sharing Private Appointment Details

When you share your calendar you can select the check box Allow user(s) to see my private appointments to allow internal users or groups and external guests to see your private appointments. They will be able to see details of appointments that are marked private. If you do not check the box, the calendar shows only that you are busy during a private appointment time.

To share your Calendar
  1. Right-click on the calendar to share and select Share Calendar.
  2. On the Share Properties dialog select whom to share with.
    • Internal Users or Groups
    • External guests
    • Public

Editing or revoking permission

You can edit or revoke permissions to access your calendar at any time.

  1. Right-click on the shared calendar.
  2. Click Edit Properties. Users sharing the folder are listed.
  3. Click Edit to change permissions, or Click Revoke to remove permissions.
  4. Select whether a message describing the change should be sent.
  5. Click OK.

Giving Admin rights for shared Calendars (Back to Top)

When you share a Calendar with a Grantee who has admin permissions, the Grantee can manage your calendar for you, including doing the following:

  • Create meeting invitations and send them out on your behalf
  • Accept and decline meeting invitations on your behalf.
  • Change meeting details
  • Delete activities from the your calendar
  • Share your calendar with others
  • Revoke other Grantees' permissions to share your calendar

The Grantee can respond to meeting invitations on your behalf. When the Grantee sends an email response to a meeting on your calendar, the return message header shows the From as the admin's address and an On Behalf Of address as your address.

Giving manager rights for shared Calendars (Back to Top)

When you share a Calendar with a Grantee who has manager permissions, the Grantee can manage your calendar for you, including doing the following:

  • Create meeting invitations and send them out on your behalf
  • Accept and decline meeting invitations on your behalf.
  • Change meeting details
  • Delete activities from the your calendar

When the Grantee sends an email message in response to a meeting on your calendar, the return message header shows the From as the admin's address and an On Behalf Of address as your address.

Accepting access to shared calendar (Back to Top)

If you receive an email notice that you have been granted access to share another person's calendar, you can accept or reject the share.

When you accept the share, the shared calendar displays in your Calendar list.

To accept access to a shared calendar
  1. Click Accept Share in the email. The Accept Share dialog opens and describes the role granted to you.
  2. Before you accept you can customize the calendar name and select a color for messages to be displayed.
  3. Check the Send mail about this share, to send a confirmation back to the Grantor. (optional)
  4. Click Yes. The new shared calendar is added to your Calendar list. The message is moved to your Trash folder.

Declining a calendar share request (Back to Top)

When you get an invitation to a shared calendar, the email messages gives you the option to decline the share invitation.

A Decline Share dialog displays. You can either decline and not send a message to the grantor, or you can send a reply and explain why you are declining.

Sharing your address book (Back to Top)

You can share your address books with the following:

  • Internal users or groups. You select the type of privileges to grant to internal users, either:
    • Viewer. The Grantee can read but cannot change the address book content
    • Manager. The Grantee has full permission to view, edit the contacts, add new contacts to the address book and delete contacts.
    • Admin. The Grantee has full permission to view, edit the contacts, add new contacts to the address book, delete contacts and share your contact lists with others.

    • None is an option to temporarily disable access to a grantor's shared address book without revoking the share privileges. The Grantee still has the address book listed but cannot view or manage the content of the address book.

  • External guests. You create a password for the address book that quests must enter to view the contacts. The address book displays in a .csv file. They cannot make any changes to the address book in your account.
  • Public. Anyone that knows the URL to the address book can view the contact list. The address book displays in a .csv file. They cannot make any changes to the address book in your account.

To share your Address Book

  1. Right-click on the address book to share and select Share Address Book.
  2. On the Share Properties dialog select whom to share with.
    • Internal Users or Groups
    • External guests
    • Public

Editing or revoking permission

You can revoke permissions at any time.

  1. Right-click a shared address book.
  2. Click Edit Properties. Users sharing the folder are listed.
  3. Click Edit to change permissions, or Click Revoke to remove permissions.
  4. Select whether a message describing the change should be sent.
  5. Click OK.

Share your Task list (Back to Top)

You can share your task lists with others and you can define the permissions for the shared list as follows:

  • Internal users or groups. You select the type of privileges to grant, either:
    • Viewer. The Grantee can see the content of the task list, but cannot make any changes to the contents of the task list.
    • Manager. The Grantee has permission to create tasks and edit and delete tasks from your task list.
    • Admin. The Grantee has permission to create tasks and edit and delete tasks from your task list and to share your task list with others.

    • None is an option to temporarily disable access to a grantor's without revoking the share privileges. The Grantee still has the task list in their task list view but cannot view or manage tasks.

  • External guests. You create a password to access the shared task list. Guests must enter this password to view the task list. They cannot make changes to any of the tasks.
  • Public. Anyone that knows the URL to the shared task list can view it. They cannot make any changes.

To share your Task list

Right-click on the task list to share and select Share Task List.

On the Shared Properties dialog, enter the select whom to share with and configure the appropriate information.

  • Sharing with Internal Users or Groups
  • Sharing with external guests
  • Sharing with the public

Editing or revoking permission

You can revoke permissions at any time.

  1. Right-click a shared task list.
  2. Click Edit Properties. Users sharing the folder are listed.
  3. Click Edit to change permissions, or Click Revoke to remove permissions.
  4. Select whether a message describing the change should be sent.
  5. Click OK.

Accepting access to another's task list (Back to Top)

If you receive an email notice that you have been granted access to share another person's task list, you can accept or decline the share.

When you accept the share, the shared task list displays in your Tasks list in the Overview pane.

To accept
  1. Click Accept Share in the email. The Accept Share dialog opens and describes the role granted to you.
  2. Before you accept, you can customize the task list name and select a color to display the list in your Overview pane.
  3. (Optional) Select to send a confirmation back to the Grantor.
  4. Click Yes. The shared task list is added to your task list on the Overview pane. The message is moved to your Trash folder.