Office 365 (Outlook 2010) - Assign permissions to an email folder

You may wish to grant a colleague access to your Office 365 mailbox including your Inbox, Sent Items, Deleted Items, or any other mail folders.

The following topics are covered:



Permission Levels

When assigning permissions, you have the option to grant many different levels (read/create/modify/owner/delete). The following image displays the different types of permissions available:

outlook permissions

Review Office 365 - Mail and Calendar folder permission levels for definition of each permission level.

Assign permissions

  1. Start Outlook.
  2. Go to "Mail".
  3. Right-click on your top level mailbox folder (your name):

    outlook mailbox

  4. Select Folder Permissions from the drop-down menu.
  5. Make sure you are on the 'Permissions' tab.
  6. Click the Add button.

    Add button

  7. Make sure you are searching against the "Global Address List", enter the name or fully qualified email address of the individual and click Go.
  8. Select their name from the list and click the Add button.
  9. Click OK.
  10. On the properties screen, make sure their name is selected, then place a check mark within the "Folder visible" box and click OK.

    Assign Permissions

  11. Next, right-click on the desired folder you wish to provide permissions for from the folder list and select Properties... from the drop-down menu.
  12. Click 'Permissions' tab.
  13. Click the Add button.
  14. Make sure you are searching against the "Global Address List", enter the name or fully qualified email address of the individual and click Go.
  15. Select their name from the list and click the Add button.
  16. Click OK.
  17. Select their name from the list, and choose the desired permission level from the "Permission level" select box. Note: When you select a permission level, the appropriate permissions are assigned (checked) below this selection.

    Assign Permissions

  18. Click OK.
  19. Notify the person you granted permissions to that they now have access to the specific folder(s)

Important: When granting an individual any permissions on your root mailbox, any folder you create after this will be granted the same permissions to that individual. Example: After granting an individual "Folder Visible" permissions to the root mailbox, that individual will automatically be granted "folder visible" permissions to all new folders as well.

Remove permissions

Important: If the individual you are going to remove currently has more than one folder which they have permissions to, and you only intend to remove them from one of these folders, then you should skip steps 3-6.

  1. Start Outlook.
  2. Go to "Mail".
  3. Right-click on your top level mailbox folder (your name):

    outlook mailbox

  4. Select Folder Permissions from the drop-down menu.
  5. Make sure you are on the 'Permissions' tab.
  6. Select their name from the list and click the Remove button.
  7. Click OK.
  8. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
  9. Click 'Permissions' tab.
  10. Select their name from the list and click the Remove button.

    Remove button

  11. Click OK.



Keywords:microsoft o365 sharing share delegate delegation access rights outlook   Doc ID:31658
Owner:Ara M.Group:Office 365
Created:2013-07-16 15:42 CDTUpdated:2016-06-20 11:07 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
Feedback:  4   11