If you would like to give a person permission to access a folder in your Microsoft 365 account it involves giving permission in two places. First, you need to give the person permission to access your Microsoft 365 e-mail account Mailbox (e.g., Mailbox - Doe, Jane) then you need to give the person permission to access each Folder/Subfolder you want to share. The process for sharing your Mailbox and your Individual folders is the same. 

If you are trying to share your entire calendar with other users (and not just one particular folder or calendar) see Sharing Your Office 365 Calendar for instructions.

Using Outlook for Windows (Classic)

Sharing a folder or calendar

  1. Right-click on your Mailbox name (e.g., Mailbox-Doe, Jane) and select Folder Permissions.
  2. Select the Add button.
  3. Select the person you wish to give permission to from the address list and press the Add button.
  4. Press the OK button. 
  5. Click on the person's name and select the appropriate permissions from 'Permission Level:' drop down list (e.g., Owner, Contributor...).  Reviewer rights are recommended at the Mailbox level.  The option "Folder Visible" must be selected. 
  6. Click the OK button.

Now you will need to give permissions to the actual mail folder, subcalendar or contacts.

  1. Right click on the folder you wish to share (if wanting to share a subcalendar or contacts, you will need to click the ... icon and choose Folders icon to view all folders)
  2. Select Properties or Sharing Permissions (depending on your Outlook version) and click Permissions tab. 
  3. Click the Add button. 
  4. Select the person you wish to give permission to from the address list and press the Add button.
  5. Press the OK button.
  6. Click on the person's name and select the appropriate permissions from 'Permission Level:' drop down list (e.g., Owner, Contributor...).  
  7. Click the OK button.
  8. To share additional folders/subfolders, right-click on the folder or subfolder you wish to share and follow steps 2-7 above.

Opening a shared folder

  1. Click the File tab | select Account Settings | select Account Settings
  2. Select your account and click Change
  3. Click More Settings
  4. Click the Advance tab
  5. Click Add
  6. Type the account name and click Add
  7. Click Ok to closeout

Expand the user's name to see to the shared folder. 

See "Opening a shared sub-calendar" for instructions on opening a shared sub-calendar

 

Using Outlook for Windows (New)

Sharing a Mail Folder

  1. Select the subfolder and click the three dots (…)
  2. Click Sharing and permissions
  3. Click sign
  4. Type the name of the person to share the folder with 
  5. Select the name and click Add
  6. Select what permissions they should have (e.g., Reviewer, can view all details, etc)
  7. Click OK

Sharing a sub-calendar

  1. Select the subcalendar and click the three dots (…)
  2. Click Sharing and permissions
  3. Type the name of the person to share the folder with 
  4. Select what permissions they should have (e.g., can view all details)
  5. Click Share
  6. Click to close

Opening a shared mail folder 

  1. Click the three dots (…) next to Shared with me folders
  2. Click the “Add shared mailbox or folder”
  3. Type the name or email address of the person and select it.
  4. Click Add
  5. Expand the user’s name to see the shared folder

See "Opening a shared sub-calendar" for instructions on opening a shared sub-calendar

 

Using Outlook for Mac (New)

Sharing a Mail Folder

  1. Press CTRL + click the folder name
  2. Click Sharing Permissions
  3. Click Add User
  4. Type the name of the person to share the folder with 
  5. Select the name and click Add
  6. Select what permissions they should have (e.g., Reviewer, can view all details, etc)
  7. Click Done

Sharing a Sub-Calendar

  1. Select the subfolder and click the three dots (…)
  2. Click Sharing Permissions
  3. Click the + sign
  4. Type the name of the person to share the folder with 
  5. Select the name and select what permissions they should have (e.g., can view all details)
  6. Click Add
  7. Click Done

Opening a shared mail folder 

  1. Select Tools | Accounts 
  2. Click the Delegation and Sharing button.
  3. On the "Shared with me" tab, click the + sign
  4. Type the person's name you wish to add, select it and click the Add button.

Expand the user's name in the folder list to see the shared folder.

See "Opening a shared sub-calendar" for instructions on opening a shared sub-calendar

 

Using Outlook for Mac (Classic)

Mail Folder and Sub-calendar

  1. Press CTRL + click on the subfolder/subcalendar
  2. Select Sharing Permissions
  3. Click the + sign
  4. Type the name of the person and select their name
  5. Select what permissions they should have (e.g., can view all details)
  6. Click Add

Opening a shared mail folder 

  1. Select Tools | Accounts 
  2. Click the Advanced button.
  3. Click the Delegates tab.
  4. In the "Open these additional mailboxes" section, click the + sign
  5. Type the person's name you wish to add, select it and click the Add button.
  6. Click OK to save changes.

Expand the user's name in the folder list to see the shared folder. 

See "Opening a shared sub-calendar" for instructions on opening a shared sub-calendar

Using Outlook on the web

  1. Login to Outlook on the web
  2. Click the Outlook icon
  3. Click the Mail icon
  4. Right click on your name in the Mailbox list
  5. Select Permissions
  6. Click the + button to add a new person
  7. Type the name of the person you are sharing the folder with and click Add
  8. Select the desired permission level (Reviewer is recommended) - Folder visible must be a selected option.
  9. Click OK

Now you will need to give permissions to the actual mail folder, subcalendar or contacts.

  1. Right click the folder you wish to share and select Permissions.
  2. Click the + icon and type the name of the person you are sharing the folder with and click Add
  3. Select the desired permission level 
  4. Click OK
  5. Repeat steps 2-7 for the folder(s) you wish to share.

Opening a shared mail folder 

  1. Login to Outlook on the web
  2. Click the Outlook icon
  3. Click the Mail icon
  4. Right click on your name in the folder list.
  5. Choose Add Shared Folder
  6. Type the name of the person whose folder you wish to open and click Add
  7. The folder will appear at the bottom of your folder list.

See "Opening a shared sub-calendar" below for those steps

Opening a shared sub-calendar

When a calendar has been shared, you should receive a message "You're invited to share this calendar"

  1. Open the message “You're invited to share this calendar” 
  2. Click Accept and add this calendar

The calendar will be listed in your calendar list – click the calendar to display it

 

Sharing and opening a Contacts folder

Sharing a Contacts folder

Outlook for Windows (Classic)

  1. Click the People icon
  2. Select the subfolder of contacts to share
  3. Click the Share Contacts icon
  4. Type the name of the person to share the contacts with and select the name
  5. Select "Recipient can add, edit and delete items in this Contacts folder"
  6. Click Send
  7. Click Yes to confirm.

Outlook for Mac (Legacy)

  1. Click the People icon
  2. Press CTRL + click on the subcontact folder
  3. Click Sharing Permissions
  4. Click Add User
  5. Type the name of the person to share the contacts with and select the name
  6. Click Add
  7. Select the permissions for the user (e.g., Reviewer or Editor)
  8. Click OK

NOTE:  At this time, Outlook for Windows (New), Outlook for Mac (New) and Outlook on the web do not have the ability to share contacts

 

Opening a sub-contacts folder that has been shared with you

Outlook for Windows (Classic)

  1. Open the email you received titled "Sharing Invitation: first-last@uiowa.edu - Contact folder name"
  2. Click Open this Contacts folder

The contacts folder will display under Shared Contacts

Outlook for Mac (Legacy)

  1. Open the email you received titled "Sharing Invitation: first-last@uiowa.edu - Contact folder name"
  2. Click Download all
  3. Click Save

Expand the folder with the user's name to see the shared contacts

NOTE:  Outlook for Windows (New), Outlook for Mac (New) and Outlook on the web do not have the ability to open shared contacts at this time

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