How To Share Folders In Outlook 2013/2016 For Mac

Instructions for sharing folders in Outlook for Mac so that other users may access them.

There are two ways to share folders in Outlook 2011/2016 for Mac: by creating delegates (only for top-level folders), or by assigning sharing permissions to a folder (for both top-level folders and subfolders):

Note: Outlook for Mac only allows sharing folder with at least Reviewer permissions.

Sharing top-level folders by creating delegates

Using this method, you can add another user as a delegate, then specify which folders to share with this delegate and what level of permissions the user should have.

Note: Only top-level folders can be shared this way (Inbox, Calendars, Contacts, Tasks, Notes).

To create a delegate and share folders:

1. In Outlook Top menu navigate to Tools > Accounts > Advanced > Delegates.
2. Under 'Delegates who can act on my behalf', click on '+' (Add a delegate).
    
3. In the Select User window, start typing the user's email address and click on Find. Choose the mailbox from the list and click on OK.
    
4. In new window select delegated permissions for each of the top-level mailbox folders (Inbox, Calendars, Contacts, Tasks, Notes). The three levels of permissions that can be assigned to a delegate are:
   • Reviewer (can read items)
   • Author (can read and create items)
   • Editor (can read, create and modify items)
     
     Note: if you share calendar and check the box Delegate receives meeting invites, you delegate would get all your meeting-related notification to their Inbox.
5. Click on OK.
6. The delegate will now be able to open the selected folders in Outlook for Windows or Mac.

Sharing top-level folders by assigning sharing permissions

Note: Only top-level folders can be shared this way (Inbox, Calendars, Contacts, Tasks, Notes).

1. In Outlook, right-click on a folder that needs to be shared and choose Sharing Permissions.
    
2. On the Permissions tab:
   1. Click on Add User.
   2. In the Select User window, type the user's email address or select the user from the address book.
   3. Select the newly added user and assign permissions.
       
3. Click on OK.
4. The user will now be able to open the selected folders in Outlook for Windows or Mac

If you want to share only one particular subfolder please follow the instructions bellow:

Share only particular subfolder

To share particular folder or subfolder you need to perform following actions:

1. Grant appropriate permissions to a subfolder which you want to share.
2. Grant appropriate permissions to a top container for this subfolder.
3. Make a root of your mailbox visible for the user.

1 - subfolder which needs to be shared 2 - top container for a shared folder 3 - root of the mailbox (your account)

Step 1. Grant permissions to Subfolder:
Right-click on a folder or subfolder that needs to be shared and choose Sharing Permissions. Click Add User and find the user you want to share a subfolder with.

Choose appropriate Permission Level (at least Contributor):

Step 2. Grant permissions for a top container for Subfolder:
Perform the steps described above for a top folder (Inbox). You need to grant at least Contributor permissions.

Step 3. Make a root of the mailbox visible for the user you share Subfolder with:
Grant permissions as described in step 1 for root of the mailbox (your account: "Test Mailbox" in this example). You need to grant at least Contributor permissions as your mailbox should be visible for the user you are sharing Subfolder with.

If you don't see the name of your Outlook Account please uncheck 'Hide On My Computer folders'. In Outlook Top menu, click on Preferences. Under Personal Settings, click on General. Then, under Folder list, uncheck the 'Hide On My Computer folders' box: