Outlook - Shared folders using the Outlook Web Client

Outlook Web (part of Microsoft 365) allows you to share mail folders with colleagues so they can view, read, or even manage emails, depending on the permissions you give.

Step 1 - Open Outlook Web

• Go to Outlook .

• Log in with your Microsoft 365 Earlham account (work/school email).

Step 2 - Create a New Folder

• In the left navigation pane (folder list), right-click your mailbox (e.g., “Inbox”).

• Select Create new folder and Name it (e.g., “Shared Project Emails”).

Step 3 - Share the Folder

• Right-click your primary inbox and select sharing and permissions.

• In the permissions pane, click + to add permissions

• Enter the colleague’s email address and click add

• Select “Reviewer” and ensure visible folder is UNCHECKED. If this is checked, then the invitee will have full view of your inbox.

• Right-click the folder you want to share.

• Select Sharing and permissions.

• In the permissions pane, click + to add permissions.

• Enter the colleague’s email address and click add.

• Select their permission level:

  • Owner (complete access)

  • Publishing editor (Full read, write, and delete access. Can see folders)

  • Editor (Full read and delete. Can create and edit items. Can see folders)

  • Publishing Author (Full read access. Can delete own items. Can create items and subfolders. Can edit own items. Can see folders)

  • Author (Full read access. Can delete own items. Can create items and edit own items. Can see folders.)

  • Nonediting author (Full read access. Can delete own items. Can create items. Can see folder.)

  • Reviewer (Full read access. No delete or write access. Can see folders.)

  • Contributor (No read or delete access. Can create items. Can see folders.)

  • None (No access) For mail folders, the most common are: Reviewer,Author or Editor

• Click OK. This will close the Permissions window.

• To confirm the access list, right click again on the folder and select Sharing and Permissions.

Step 4 - Confirm Permissions

• You’ll now see the person’s name listed with the assigned permission level.

• Repeat if you want to share with multiple people.

Accessing a Shared Folder (for the recipient).

• In Outlook Web, the person you shared with clicks their primary inbox.

• Select “Add shared folder or mailbox”

• Enter email address where the shared folder is located.

• The mailbox (with the shared folder) opens in a new tab.

If you need additional help, please select the Request Help button on the right to submit a ticket to Earlham ITS.