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Information Technology

Information Technology

Sharing Folders with Outlook

Connecting to a Shared Folder in Outlook

How to Share a Folder from Outlook

To share a folder in Outlook, select the folder you’d like to share, and click once to highlight.

Click the ‘Folder Permissions’ button that is up in the ‘Ribbon’

In the Permissions tab in the Remember Properties dialog box, click the "Add" button

 

On the Add Users screen, search for the person you’d like to share with.

Doubleclick to copy down (this will happen automatically) into the "Add" bar below the selection pane.

Click the "OK" button

In Remember Properties, select the person up in the ‘Name’ section by clicking once

Either:

Change permissions via the dropdown menu  below the "Add, Remove, and Properties" buttons (currently says ‘None’ in the screenshot) OR

Change the permissions manually in the boxes in the Permissions area by checking the required boxes.

Parent Folder Permissions:

Make any parent folders visible to the person you are sharing with (including the folder at the very top ‘username@trentu.ca’).

Chances are, you will be sharing a folder under your inbox so your inbox would be the parent folder.

Select the parent folder by clicking it once (to highlight), then click ‘Folder Permissions’:

 

On the Add Users screen, search for the person you’d like to share with.

Doubleclick to copy down (this will happen automatically) into the "Add" bar below the selection pane.

Click the "OK" button

On the Inbox Properties select the person’s name at the top

Check the ‘Folder visible’ box in the Permissions area

Click ‘OK’.

Now that you’ve shared the folder, the person you shared with will need to follow the directions below to connect to it.

Connecting to a Shared Folder:

To connect to a shared folder in Outlook, your colleague must have completed the steps above ‘How to Share a Folder from Outlook’.

Click ‘File’ which will take you to the ‘Account Information menu

Click on the Account Settings button,

Click on 'Account Settings' again in the dropdown box. 

Double click your email address on the Email tab in the Account Settings dialog box.

Click on "More Settings"

 

On the Advanced Tab in the Microsoft Exchange dialog box:

Enter the name of your colleague that shared a folder with you

Click ‘Add’

Uncheck the 'Download shared folders' box

Click 'Apply'

Click 'OK'

On the following screen click ‘Next’ then ‘Finish’.

The new folder will show up in the left hand side of your Outlook client.

 

 

Eligibility

  • Students
  • Staff
  • Faculty
  • Professor Emeriti

Service category

  • Email & Collaboration

Last updated

Tuesday, March 1, 2016 - 15:21