Overview
This article describes how to share, open, and remove shared folders from Outlook for Mac. It is intended for individuals who are using the new SFU Mail with Exchange Online experience. If you're using the previous version of SFU Mail, please see Sharing Mail Folders: Outlook for Mac.
Known Limitations:
- The new Outlook for Mac supports opening shared folders, but does not allow you to change folder permissions to share them. To share your folders from Outlook for Mac, use Outlook 2021 for Mac or configure your folder permissions from the web (outlook.office.com).
- Shares to maillists are not possible; only individual email addresses are permitted.
SFU Mail vs. SFU Mail with Exchange Online
Owners
can only share folder permissions with other individuals in the same environment. For example, if the owner is using SFU Mail with Exchange Online, they can only share their folders with other individuals who are also using SFU Mail with Exchange Online.
Not sure which SFU Mail you're using? See the "How do I know if I've been migrated?" section in
We're Upgrading SFU Mail.
Details
Sharing your mailbox folder in Outlook
To share your mailbox folder, you'll need to do the following in sequence:
- Grant sharing permissions for your top-level mailbox
- Grant sharing permissions to your mailbox folder(s)
Granting sharing permissions for your mailbox
- Right click your email address and select Sharing Permissions...
- In the Properties window, select Add User...
- Search for and add the individual you'd like to grant access to.
- Grant them Reviewer permissions to give them read-only permissions. Then select OK.
Granting sharing permissions for your mailbox folder(s)
The process to grant sharing permissions for your mailbox folders is the same as your mailbox:
- Right click the folder and select Sharing Permissions...
- In the Properties window, select Add User...
- Search for and add the individual you'd like to grant access to.
- When granting permissions to this folder, you may want to give them the following permissions or higher:
- Reviewer: reviewers can read your messages
- Nonediting Author: nonediting authors can read your messages and drop messages into a folder
- If the folder is a subfolder, repeat steps 1-4 for each folder the subfolder is nested in.
For a list of permission levels and their capabilities, see Microsoft's article Options for sharing and delegating folders in Outlook for Mac.
Opening a shared folder as a recipient
-
In the menu bar, select the Tools menu then Accounts...
-
Select Advanced...
-
Select the Delegates tab. Then add the mailbox under Open these additional mailboxes.
- It can take several minutes for the mailbox and shared folder(s) to appear under your list of accounts.
For instructions for the New Outlook for Mac and older versions, see Microsoft's article Open a shared Mail, Calendar or People folder in Outlook for Mac.
Removing a shared mailbox folder
To remove a shared mailbox folder, right click and mailbox and select Remove Shared Account.
Troubleshooting
| Issue |
Cause |
Try the following |
| Mailbox or mailbox folder doesn't appear |
- Recipient has not been granted the appropriate permissions at the folder or mailbox level to access the folder
- Permissions have not yet had a chance to synchronize to the client
|
- Have the owner double check their mailbox and shared folder permissions
- It can take several minutes for the mailbox and shared folder(s) to appear under your list of accounts. You can also select Send and Receive to initiate the syncing. If you still don't see the shared mailbox or folder, try restarting Outlook.
|