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IT Help Desk/Technology Support

Outlook: Sharing Folders and Calendars

Sharing a Calendar

Share Mailbox Folders

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Your Outlook calendars and folders can be shared with other SU faculty or staff accounts. Sharing calendars and folders allows other SU users to be able to view or even reply to calendar events and mail. You can also use Delegation to allow other SU faculty or staff to view and send email and appointments on your behalf.

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Sharing a Calendar

To share your calendar with another SU faculty or staff member:

Outlook 2013 (Windows)

From your account:

  • Open the Calendar view. Right-click the calendar you want to share.
  • Click Properties and then click the Permissions tab.
  • Click Add and search for the username of the person with whom you want to share your calendar. Then click Add->.
    • You can share your calendar with more than one user at a time by searching for each person's username and clicking Add->.
    • Hint: Search using More Columns rather than Name Only for a broader search.
  • Click OK when done.
  • With the person (or persons) name highlighted, choose the appropriate permission level. Click OK.

From the account adding the shared calendar:

  • Open the Calendar view. Click Open Calendar, then click Open Shared Calendar.
  • Type the name of the account sharing the calendar with you, and then click OK. The shared calendar will appear in your calendar list.

Outlook 2011 and 2016 (Mac)

From your account:

  • Open the Calendar view. Right-click or ctrl-click the calendar you want to share.
  • Click Sharing Permissions, then click Add User...
  • Search for the username of the SU faculty or staff member with whom you want to share your calendar and click Find.
  • Select the user and click OK. In Outlook 2016, click Add.
  • With the username highlighted, chose the appropriate permission level. Click OK.

From the account adding the shared calendar:

  • Open the Calendar View. In the Organize tab, click Open Calendar. In Outlook 2016, click Open Shared Calendar.
  • Type the account name of the shared calendar, make sure Calendar is listed as the Type, and click OK. In Outlook 2016, in the Search box, type the name of the shared calendar and press Enter. Then select the name and click Open.
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Share Mailbox Folders

Use the steps below to share a folder with another SU faculty or staff member from your mailbox. You will also need to make sure that you provide "folder visible" permission for your mailbox to the user as well.

Outlook 2013

From your account:

  • Right-click the folder you wish to share.
  • Click Properties and then click the Permissions tab.
  • Click Add and search for the username of the person with whom you want to share your calendar. Then click Add->.
    • You can share your calendar with more than one user at a time by searching for each person's username and clicking Add->.
    • Hint: Search using More Columns rather than Name Only for a broader search.
  • Click OK when done.
  • With the username highlighted, select the appropriate permission level. At minimum, "Folder Visible" should be checked. Click OK.
  • Repeat the steps above for every folder "above" the folder you are sharing, including the mailbox itself (your name or email address in the folder list), making sure at least "Folder visible" is checked.

From the account adding the shared folder:

  • Click the File tab, then choose Info.
  • Click Account Settings, and then Account Settings again.
  • Select the account that will open the shared folder, and click Change...
  • Click More Settings.
  • Click the Advanced tab.
  • Click Add... and type the name or username of the shared account and click Next.
  • Click Finish.
  • Click Close. The mailbox with the shared folders will open with Outlook the next time the program opens.

Outlook 2011 and 2016 (Mac)

From your account:

  • Right-click the folder you wish to share.
  • Click Sharing Permissions, then click Add User...
  • Search for the username of the SU faculty or staff member with whom you want to share the folder with by typing their name in the search field and clicking Find.
  • Select the user and click OK. In Outlook 2016, click Add.
  • With the username highlighted, select the appropriate permission level. At minimum, "Folder Visible" should be checked. Click OK.
  • Repeat the steps above for every folder "above" the folder you are sharing, including the mailbox itself (your name or email address in the folder list), making sure at least "Folder visible" is checked.

From the account adding the shared folder:

  • Click Outlook, then click Preferences.
  • Click Accounts.
  • Click the Advanced... button.
  • Click the Delegates tab.
  • In the "People I am a delegate for" section, click the + button.
  • Search for the username of the SU faculty or staff member with whom you want to share the folder with by typing their name in the search field and clicking Find.
  • Select the user and click OK. In Outlook 2016, click Add.
  • Click OK. The account should now appear in the folder list.
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