There are two ways to share folders in Outlook 2011 for Mac: by creating delegates (only for top-level folders), or by assigning sharing permissions to a folder (for both top-level folders and subfolders). The following article will assist the user in creating those delegates or by assigning sharing permissions.
Please Note: The selected folder must be shared with the Reviewer permissions at least.
Sharing top-level folders by creating delegates
Using this method, you may add another user as a delegate, then specify which folders to share with this delegate and what level of permissions should the user have.
Please Note: Only top-level folders can be shared this way.
To create a delegate and share folders:
- In Outlook, navigate to Tools > Accounts > Advanced > Delegates.
Under 'Delegates who can act on my behalf', click on '+' (Add a delegate).
3. In the Select User window, start typing the user's email address and click on Find. Choose the mailbox from the list and click on OK.
The three levels of permissions that can be assigned to a delegate are:
- Reviewer (can read items)
- Author (can read and create items)
- Editor (can read, create and modify items).
- Click on OK.
- The delegate will now be able to open the selected folders in Outlook 2007/2010/2013 or Outlook 2011 for Mac.
Sharing folders by assigning sharing permissions
- In Outlook, right-click on a folder or subfolder that needs to be shared and choose Sharing Permissions.
- In the Folder Properties > Permissions window:
- Click on Add User.
- In the Select User window, type the user's email address or select the user from the address book.
- Select the newly added user and assign permissions. You can choose the level of permissions in the Permission Level box, or select specific permissions using the options under Permission Level.
4. Click on OK.
5. The user will now be able to open this folder in Outlook 2007/2010/2013 or Outlook 2011 for Mac.
If you want to share only one particular subfolder please follow the instructions below:
- Grant appropriate permissions to a subfolder which you want to share
- Grant permissions to a top container for this subfolder
- Make a root of your mailbox (your account) visible for the user.
To share only one subfolder you need to perform following changes:
1. Grant permissions to the selected Subfolder:
- A. Highlight the subfolder which you would like to share.
- B. Open context menu and choose Folder Properties.
- C. On the Permissions tab click on Add User and find the user you want to share a subfolder with.
Choose the appropriate Permission Level (must be at least a Contributor).
2. Grant permissions for a top container for Subfolder:
Perform the steps described above for a top folder (Inbox).
3. Make a root of the mailbox visible for the user you share Subfolder with:
Grant permissions as described in step 1 for root of the mailbox You will need to grant at least Contributor permissions as your mailbox should be visible for the user you are sharing Subfolder with.
If you do not see the name of your Outlook Account, uncheck 'Hide On My Computer folders'. To show 'On My Computer folders' in the navigation menu, on the Outlook menu, click on Preferences. Under Personal Settings, click on General. Then, under Folder list, clear the 'Hide On My Computer folders' check box.