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Giving Access to Mail Folders in Outlook & OWA

There may be times when you wish to give others access to one or more of your mail folders, whether it is to just Read, or Edit or full Owner permissions. This access method does not delegate “Send on Behalf of” permission, it only provides access.

Using Outlook Web Access (OWA)

This is a process with two parts:

Set permissions on the folder(s) you wish to share in the Outlook Web Application

Folder permissions need to start at the highest level and be repeated for each level leading to the folder(s) or sub-folder(s) you wish to share.

  1. Log in to mail.bcit.ca with your usual BCIT credentials.
  2. In the left pane of your Mail view, right-click the Root and select Permissions…. The Root is usually denoted with your full name and is located just above the Inbox.Web page snippet training in Outlook
  3. Select a permission level for the person you’re sharing the mailbox with. The minimum permission setting for a person is None, with Folder Visible checked in the Other section. This is the minimum level needed to provide read access to any of your other folders.
  4. Click on the + button to add the email address of the person you want to share with.Web page snippet training in Outlook
  5. Type in either the name or the e-mail address of the person you’d like to share your mail folder with.
    •  Note: You can add multiple people at this point
Web page snippet training in Outlook

6. Click Add then Ok to save your changes and close the window.

  • Note: You’ll need to repeat setting permissions for the next folder level down until you reach the folder you want to give the person access to.

7. Right-click on the folder and select permissions…

8. Click the + sign and add the users you’d like to share your mail folder with and set permissions as above.

9. Repeat the permissions for the next folder level. Keep doing this until you have reached the folder you wish to share.

  • Note: For the folder you actually wish to share, you’ll need a higher level of permission setting than the one described above. At a minimum, in order to allow the person to see the emails in the Folder you’ll need to set the Read setting to Full Details. You can also give them even more access by changing other options in the Permissions section.
Web page snippet training in Outlook

10. The person you are sharing your folder(s) with will now have to follow the instructions below to see them. You will need to provide them with your A00 number, but not your password.

Adding folders shared by someone else to your navigator in Outlook Web Access

Once someone else has followed the above process to give you permission to view (or more) their folder, you can add the folder to your navigator view in Outlook. You will need their A00 number, but not their password.

  1. In the left pane of your Mail view, right-click the Root and select Add Shared Folder…. The Root is usually denoted with your full name and is located just above the Inbox.
  2. Type in the BCIT ID (A0#######) of the person who shared their mail folder with you, press enter, then click Add.Web page snippet training in Outlook

You now have access to the shared folder. Remember, you are still in your own mailbox and are only “accessing” the shared folder. You are not in the other mailbox. For example, if you forward an email from a shared folder then that forward goes in your “Sent Items” folder and will appear to have been sent by you. If you delete an email from a shared folder then it goes in your “Deleted Items” folder.

Using the Outlook application

This is a process with two parts:

  1. The person whose folder will be shared needs to set permissions on the folder(s) you wish to share, and
  2. The person who will be accessing the shared folder needs to add their shared folder(s) to their navigator in Outlook.

Set permissions on the folder(s) you wish to share in Outlook

Folder permissions need to start at the highest level and be repeated for each level leading to the folder(s) or sub-folder(s) you wish to share.

  1. In the left pane of your Mail view, right-click the Root and select Folder Permissions. The Root is usually denoted with Youremailaddress@bcit.ca and is located just above the Inbox.Web page snippet training in Outlook
  2. Select the Permissions tab if it is not already selected.
  3. Click on the Add button to add the name of the person you want to share with.Web page snippet training in Outlook
  4. In the “Add Users” window, Start typing the person’s name in the Search box. When they appear in the list, select them and click the Add -> button.
    • Note: You can add more than one person’s name at this point.
  5. Click the OK button. Their name will appear in the list.
  6. Click on their name and select a permission level for them. The minimum permission setting for a person is “None”, with only “Folder Visible” checked in the “Other” section. This is the minimum level needed so that you can give them read access to any of your other folders.Web page snippet training in Outlook
  7. Click the OK button to save these changes.
    • Note: You’ll need to repeat setting permissions for the next folder level down until you reach the folder you want to give the person access to.
  8. Right-click the folder and select Properties.Web page snippet training in Outlook
  9. In the “Folder Properties” pop-up select the Permissions tab. Select a name and set permissions as above. Click the OK button to save the changes.
  10. Repeat the permissions for the next folder level. Keep doing this until you have reached the folder you wish to share.
    • Note: For the folder you actually wish to share, you’ll need a higher level of permission setting than the one described above. At a minimum, in order to allow the person to see the emails in the Folder you’ll need to set the “Read” setting to Full Details. You can also give them even more access by changing other options in the Permissions section.Web page snippet training in Outlook
  11. The person you are sharing your folder(s) with will now have to follow the instructions below to see them. You will need to provide them with your A00 number, but not your password.

Adding folders shared by someone else to your navigator

Once someone else has followed the above process to give you permission to view (or more) their folder, you can add the folder to your navigator view in Outlook. You will need their A00 number, but not their password.

  1. In the left pane of your Mail view, right-click the Root and select Permissions…. The Root is usually denoted with your full name and is located just above the Inbox.
  2. Select a permission level for the person you’re sharing the mailbox with. The minimum permission setting for a person is “None”, with only “Folder Visible” checked in the “Other” section. This is the minimum level needed so that you can give them read access to any of your other folders.
  3. Click on the + button to add the email address of the person you want to share with.
  4. Type in either the name or the e-mail address of the person you’d like to share your mail folder with.
    • Note: You can add multiple people at this point
  5. Click Add then Ok to save your changes and close the window.
    • Note: You’ll need to repeat setting permissions for the next folder level down until you reach the folder you want to give the person access to.
  6. Right-click on the folder and select permissions…
  7. Click the + sign and add the users you’d like to share your mail folder with and set permissions as above.
  8. Repeat the permissions for the next folder level. Keep doing this until you have reached the folder you wish to share.
    • Note: For the folder you actually wish to share, you’ll need a higher level of permission setting than the one described above. At a minimum, in order to allow the person to see the emails in the Folder you’ll need to set the “Read” setting to Full Details. You can also give them even more access by changing other options in the Permissions section.
  9. The person you are sharing your folder(s) with will now have to follow the instructions below to see them. You will need to provide them with your A00 number, but not your password.

You now have access to the shared folder. Remember, you are still in your own mailbox and are only “accessing” the shared folder. You are not in the other mailbox. For example, if you forward an email from a shared folder then that forward goes in your “Sent Items” folder and will appear to have been sent by you. If you delete an email from a shared folder then it goes in your “Deleted Items” folder.