Fastmetrics Knowledge Base

Share Outlook Email Folders

How do I share a mail folder or another application?

To share a folder like your calendar, contacts, notes, or tasks. First you (user A) give access to the person that you want to share with (user B) and then they enroll to you to view your folders. To do this you (user A) must first log in to your email account thru web mail at mail.yourdomain.com.

Right click over the item that you want to share, then select Access Control List from the menu that appears. In this example we are going to share the Calendar.

In the Username field enter the email account name (user B) of the person you want to grant access to. Click the Add button. Now place a checkmark beside every privilege you wish that user to have. Click Save and Close.

Note that if you want to share this item with all users in your domain – you can type “everyone” in the Username field. Please omit the quotes when entering this. Likewise – if you want to share this item with everyone in a particular group – then you can type that group’s name in the Username field.

For a list of available groups, please contact your system administrator.

Important – You must repeat the previous steps for every folder or application that you want to share.

You have given user “B” access to all or some of your folders, now to be able to view them he needs to subscribe to them. To do this the user needs to log into their web mail. From within the email client, select Settings located in the upper right corner of the window.

The Settings dialog will be displayed. Select the Folders tab.

In the Open Folder field, enter the location of the item being shared. For example, if John Doe is the user sharing the Calender, enter ~/John Doe/Calender. The ~ character specifies that the item or folder is stored on the server. These are the only items that can be shared.

The second part specifies which user is sharing the item. The final part specifies which item is being shared. Then press the GO button.

Important – these steps must be repeated for every item being shared.

Sometimes it will take a few minutes for user B to be able to see the folders. The screenshot displayed here shows a successfully shared Calendar.