Knowledge Article - Yale IT Services

Overview

With the Microsoft 365 email service, you can share or delegate access to email folders, calendars, contacts, tasks, or notes with other people on Microsoft 365 email.

Definitions

Sharing is most often used by peers who are working on the same project. A shared folder appears as a separate account in your Outlook navigation pane. Depending on the sharing permissions, you may be able to read, create, edit, or delete items in the shared folder. It does not allow a person to act on shared folders or respond to mail on your behalf.

Delegation involves granting permission to another person, known as a delegate, to receive and respond to email messages and meeting requests on your behalf. You can also grant additional permissions that allow your delegate to read, create, or edit items in your account.

Note: When you delegate or share an address book, calendar, or mail folder, delegates or users who have shared access to those folders can view your private contacts, events, or email messages. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

Sharing Permissions

When you share a folder, the following permissions can be set that define what a user can do:

Permission Level	Activities that a sharing user can perform
Owner	Create, read, modify, and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder.
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 sub-folders, and modify and delete items that you create.
Author	Create and read items, and modify and delete items that you create.
Non-editing Author	Create and read items, and delete items that you create.
Reviewer	Read items only.
Contributor	Create items only.
Custom	Perform activities defined by the folder owner.
Free/Busy time, subject, location	For calendar sharing only, read the free/busy information, subject, and location of calendar events
Free/Busy time	For calendar sharing only, read the free/busy information of calendar events
None	Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder.

Delegation Permissions

When adding a delegate, you can give them separate permission levels for your inbox, calendar, contacts, tasks and notes:

Permission Level	Activities that a sharing user can perform
Editor	Read, create, and modify items, including modifying and deleting items that the account owner created. For example, a delegate with Editor permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf.
Author	Read and create items, and modify and delete items that he or she creates.
Reviewer	Read items only. For example, the delegate can read messages in the account owner's inbox.

Sharing email folders using Outlook Web Access (OWA)

Log into outlook.office365.com/yale.edu
Right-click on the inbox
Select Permissions
Click the + button to add a new person
Type the name of the person you are sharing the folder with and click Add
Select the desired permission level (Reviewer is recommended) - Folder visible must be a selected option
Click OK
Repeat steps 2-7 for the folder(s) you wish to share

Sharing your Calendar using Outlook Web Access (OWA)

Log into outlook.office365.com/yale.edu
Click the Calendar icon
Under Your Calendars right-click Calendar and click Sharing Permissions
In the 'Send a sharing invitation email' field, type the name of the user you want to share your calendar with
Select the level of access you want to grant the user
Click Send.
The recipient will receive an email with details of how to access the shared calendar using different versions of Outlook.

Adding a Delegate to your mailbox in Outlook

Click the File tab.
Click Account Settings, and then click Delegate Access.
Click Add.
Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
Click Add, and then click OK.
In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.
- If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.
- By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
If you want, select the Delegate can see my private items check box.
- Important: This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders.
Click OK.

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