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Sharing Exchange Online mail folders using the Outlook web app

You can share folders in your Microsoft Exchange Online email account with other members of the University who use Exchange Online.

1

Log in to the Outlook web app with your [CRSid]@cam.ac.uk and UIS Password.

2

Find the folder you wish to share in the list on the left-hand side of the screen. If  it isn't in your own mailbox, you'll need to open the mailbox that contains the folder.

3

Right-click the folder and select 'Permissions'. If you can't select 'Permissions', you might not have full access to the folder you're attempting to share. You'll need to speak to the owner to arrange this access. Contact the UIS Service Desk if you need help with this.

Sharing folders with OWA screenshot 1

Bullet4

Click on the '+' symbol to add a user or group.

Sharing folders with OWA screenshot 2

5

Enter either the email address or display name of the user or group you wish to add. As you type, an auto-search should start to narrow down to the item you're looking for. Once the user or group you're looking for appears, click on it to select it. If you can't see the user or group you want, click on 'Search Directory' to try another search.

Sharing folders with OWA screenshot 3

6

Once the required user or group is selected, click 'Add'.

Sharing folders with OWA screenshot 3a

7

The user or group you selected should now appear in the 'Permissions' list with the default permission level, which is usually 'None'. Select the user or group in  and then select the appropriate permission level for them from the drop-down menu.

Sharing folders with OWA screenshot 4

Sharing folders with OWA screenshot 5

8

You can see the read, write, delete and other individual permission settings below the drop-down menu. You can modify these if you wish by clicking the radio buttons and checkboxes.

Sharing folders with OWA screenshot 6

9

Once the permissions are set as you require, click on 'OK' to save the changes. The folder is now shared with the assigned users and groups.

Sharing folders with OWA screenshot 7

10

Note that if you are setting permission levels on a folder that isn't one of Exchange Online's default folders (which are Calendar, Contacts, Inbox, Journal, Notes and Tasks), you'll need to give the same users and groups the 'Folder visible' permission level on every folder that sits above it in the hierarchy, or they won't be able to see it.

Sharing mail folders PC screenshot 8

 

 

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