Sharing An Office 365 Folder (Mail, SubCalendar, Contacts) With Another Office 365 User

Introduction

You can give another person permission to open a folder in your Microsoft 365 account—a mail folder, a subcalendar, or your contacts. Sharing a folder takes permission in two places: first at your mailbox level (for example, Doe, Jane), then on each folder or subfolder you want to share.

The exact steps depend on which version of Outlook you are using. There are three: Classic Outlook (the long-standing Windows desktop app), New Outlook for Windows (the redesigned Windows app many accounts now open by default), and Outlook on the web (the browser version at outlook.office.com). If you are not sure which one you have, see Microsoft's guide, What version of Outlook do I have?

Information

Before you start: two things that apply to every version

Parent folder visibility. To share a subfolder, every folder above it in the path—your mailbox, then any parent folders—must allow the person at least Folder visible permission. In Classic Outlook you set this on each parent folder yourself (the steps below show you how). In New Outlook and Outlook on the web, the app sets the minimum Folder visible permission on parent folders automatically when you share a subfolder.

Removing access later. When you remove a person's access to a subfolder, the Folder visible permission on the parent folders is not removed automatically. To fully revoke access, remove the permission from each parent folder as well.

Sharing contacts. Sharing a Contacts folder is supported in Classic Outlook only. New Outlook for Windows, New Outlook for Mac, and Outlook on the web do not currently support sharing Contacts folders. Mail folders and subcalendars can be shared in every version.

Find your version and follow the steps

Select your version of Outlook below to expand the instructions.

Sharing your folders

Step 1: Grant mailbox-level permission

  1. Right-click your mailbox name (for example, Doe, Jane) and select Folder Permissions.
  2. Select Add.
  3. Select the person from the address list, select Add, then select OK.
  4. Click the person's name and choose a level from the Permission Level dropdown. Reviewer is recommended at the mailbox level, and Folder Visible must be selected.
  5. Select OK.

Step 2: Grant permission on the folder, subcalendar, or contacts folder

  1. Right-click the folder you want to share. To reach a subcalendar or contacts folder, you may need to select the ... icon and choose the Folders view to see all folders.
  2. Select Properties (older builds) or Sharing Permissions (newer builds), then open the Permissions tab.
  3. Select Add, choose the person from the address list, select Add, then select OK.
  4. Click the person's name and choose the appropriate level from the Permission Level dropdown.
  5. Select OK.
  6. To share more folders or subfolders, repeat these steps.

Remember: if you are sharing a subfolder, set Folder Visible on every parent folder in the path.

Accessing another person's folders

After someone has granted you permission to their mailbox and folders:

  1. Choose File > Account Settings > Account Settings.
  2. Select your Microsoft 365 account and select Change.
  3. Select More Settings.
  4. Open the Advanced tab.
  5. Under Open these additional mailboxes, select Add, type the person's name, and select OK.
  6. Select OK, then Next, then Finish.
  7. Restart Outlook.

The mailbox appears at the bottom of your folder list.

Sharing your folders

  1. Navigate to the folder you want to share.
  2. Right-click the folder and choose Sharing and permissions.
  3. In the Permissions for the folder window, select the + (Add) button if the person is not already listed.
  4. Enter the person's name or email address and select Add.
  5. Select the person's name in the list.
  6. Choose the appropriate level from the Permission level dropdown.
  7. Select OK. The person receives an email letting them know a folder was shared with them.

New Outlook handles parent folder visibility for you. When you share a subfolder, it automatically gives the parent folders the minimum Folder visible permission so the person can navigate to the shared folder.

Accessing another person's folders

  1. In the folder pane, right-click Shared with me.
  2. Select Add shared folder or mailbox.
  3. Enter the email address or name of the person who shared with you and select Add.

The person's name appears under Shared with me. Expand it to see the folders they shared. To stop seeing it later, right-click the shared folder and select Remove shared folder.

Note: Sharing a Contacts folder is not supported in New Outlook. Use Classic Outlook for that.

Sharing your folders

Step 1: Grant mailbox-level permission

  1. Sign in to Outlook on the web.
  2. Right-click your name at the top of the folder list and select Permissions (or Sharing and permissions).
  3. Select the + button to add a person.
  4. Type the person's name and select Add.
  5. Choose a permission level. Reviewer is recommended at the mailbox level, and Folder visible must be selected.
  6. Select OK.

Step 2: Grant permission on the folder or subcalendar

  1. Right-click the folder you want to share and select Permissions (or Sharing and permissions).
  2. Select the + button, type the person's name, and select Add.
  3. Choose the permission level you want.
  4. Select OK.
  5. Repeat for any additional folders.

As in New Outlook, parent folder visibility is assigned automatically when you share a subfolder.

Accessing another person's folders

  1. Sign in to Outlook on the web.
  2. In the folder pane, right-click Shared with me.
  3. Select Add shared folder or mailbox.
  4. Enter the email address or name of the person who shared with you and select Add.

The person's name appears under Shared with me. Expand it to see the folders they shared. To stop seeing it later, right-click the shared folder and select Remove shared folder.

Note: Sharing a Contacts folder is not supported in Outlook on the web. Use Classic Outlook for that.

Permission level What the person can do
Owner Create, read, modify, and delete all items, and change other people's permissions.
Publishing Editor Create, read, modify, and delete all items, and create subfolders.
Editor Create, read, modify, and delete all items.
Publishing Author Create and read items, create subfolders, and modify or delete only their own items.
Author Create and read items, and modify or delete only their own items.
Nonediting Author Create and read items, and delete only their own items.
Reviewer Read items only.
Contributor Create items only.
None No access. The person stays on the list but cannot open the folder.
Custom Activities specifically defined by the folder owner.

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