How to share folder in Outlook 365, new app, and web

This comprehensive guide explains how to share and manage Outlook folders, covering permission levels and troubleshooting common problems. Sharing folders lets you collaborate without granting full mailbox access. The instructions cover classic Outlook (2016 and later), the new Outlook app, and the web version.

• Sharing Folders in Outlook 365 (2016 and later)
• Sharing Folders in New Outlook and Web Versions
• Understanding Permission Levels
• Setting Folder Visibility Permissions
• Sharing Outlook Subfolders
• Adding Shared Folders in Outlook 365 (2016 and later)
• Accessing Shared Folders in New Outlook and Web Versions
• Revoking Sharing Permissions
• Removing Shared Folders from Outlook
• Renaming Shared Folders
• Tips for Sharing Outlook Folders Effectively
• Troubleshooting Shared Folder Issues
  • Shared Folder Not Showing
  • Shared Folder Not Expanding/Opening
  • Shared Folder Not Syncing/Updating

Important: Folder sharing requires a Microsoft 365 subscription or a Microsoft Exchange-based work/school account.

Sharing Folders in Classic Outlook (2016 and later):

Before sharing, ensure limited mailbox permissions are set to allow shared folder visibility.

1. Right-click the folder, select "Properties."
2. Go to the "Permissions" tab, click "Add" to add a user.
3. Select the user from the Global Address List, click "Add," then "OK."
4. Choose the permission level from the dropdown and click "OK."

Shared folders appear automatically if auto-mapping is enabled; otherwise, manual addition is needed.

Sharing Folders in New Outlook and Web Versions:

1. Right-click the folder, select "Sharing and permissions."
2. Click the " " button to add a user or select an existing one.
3. Enter the user's email address, select from the list, and click "Add."
4. Choose the permission level and click "OK."

Remember to grant folder visibility permissions for successful access.

Outlook Shared Folder Permission Levels:

• Owner: Full control.
• Publishing Editor: Read, create, edit, delete items and subfolders.
• Editor: Like Publishing Editor, but cannot create subfolders.
• Publishing Author: Read, create, edit, delete own items and subfolders.
• Author: Like Publishing Author, but cannot create subfolders.
• Non-editing Author: Read, create, delete own items, but cannot edit.
• Reviewer: Read-only.
• Contributor: Create-only.
• None: No access.

Custom permissions are possible by adjusting individual read, write, delete, and other settings.

Setting Folder Visibility Permissions:

Granting visibility ensures shared folders are displayed. The process is similar across Outlook versions, differing only slightly in the UI.

1. Right-click your mailbox, select "Folder Permissions" (classic) or "Sharing and permissions" (new).
2. Add the user (using the "Add" button or " " icon).
3. Check "Folder visible" under "Other" and click "OK."

Sharing Subfolders:

Grant "Folder visible" permission to the parent folder, then share the subfolder individually.

Adding Shared Folders (Classic Outlook):

If auto-mapping is disabled, manually add shared folders:

1. File > Info > Account Settings > Account Settings.
2. Select your account, click "Change" > "More Settings."
3. Go to the "Advanced" tab, click "Add," enter the sharer's email address, and click "OK."
4. Click "OK," "Next," "Finish," "Close."

Accessing Shared Folders (New Outlook and Web):

Manually add if not automatically displayed:

1. Right-click your account or the "Shared with me" node, select "Add shared folder or mailbox."
2. Enter the sharer's email address and click "Add."

Stopping Sharing: Revoke permissions via the "Permissions" dialog. Remove shared folders by removing the entire account from the folder list in new Outlook and web. Classic Outlook requires removing the account from account settings.

Renaming Shared Folders: Only possible in the new Outlook and web versions with Owner permissions.

Troubleshooting: Refer to the detailed troubleshooting section for solutions to common issues like folders not showing, not opening, or not syncing. The guide also includes error message examples and solutions. Consider contacting your IT department for persistent problems.

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