Office 365 (Outlook 2011) - 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

Assign permissions

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

    outlook mailbox

  4. Select Sharing Permissions... from the drop-down menu.
  5. Make sure you are on the 'Permissions' tab.
  6. Click the Add User....
  7. In the Select User window, type the user's email address and click Find.
  8. Select the user from the results area and click OK.
  9. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions (at least Contributor).
  10. Click OK.
  11. Right-click on the desired folder or sub-folder that needs to be shared and choose Sharing Permissions... from the sub-menu.
  12. In the Folder Properties > Permissions window:
  13. Click Add User....
  14. In the Select User window, type the user's email address and click Find.
  15. Select the user from the results area and click OK.
  16. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions. You can choose the level of permissions in the Permission Level box, or select specific permissions using the options under Permission Level.
    folder properties, permissions
  17. Click OK.
  18. Notify the person you granted permissions to that they now have access to the specific folder.

Important note(s)

  • 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.
  11. Click OK.



Keywords:microsoft o365 emails folders share delegate delegation access rights   Doc ID:35071
Owner:Ara M.Group:Office 365
Created:2013-11-04 11:47 CDTUpdated:2015-06-04 14:40 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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