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• Share an Email Folder

Share an Email Folder

Sharing Your Email Folders

With Stanford Email and Calendar, you can share your calendars with other people in your office, external to your office, and with the public. You can also share your email folders with others but only with Internal users or groups. Internal users are anyone with an "@stanford.edu" address. You cannot share email folders with External guests or Public. Those options are disabled. Sharing an email folder is useful if you want to keep coworkers or other individuals informed about email conversations without cluttering their mailbox. They can access your email folder and review the conversations at their leisure. The default is that the email folders are not shared.

When you share your email folders, you select the type of access the users can have: Manager, which gives full access to view and modify the folder; or Viewer, which gives read-only access. The process to share an email folder is as follows:

• The grantor selects the folder(s) to share.
• The grantor decides with whom to share and the access privileges, manager or view-only, the grantee can have, and then sends them an invitation.
• The grantee accepts the invitation and gets access to the shared folder(s). The shared folder appears in the grantee's list of mail folders in the Overview pane.

For further sharing options in Stanford Email and Calendar, see the other job aids on Share a Task List and Share a Calendar.

Share an Email Folder

1. With Mail selected, right-click (CONTROL+click on the Mac) the folder to share. Click Share Folder.
2. The Share Properties dialog box is displayed. Internal users and groups is selected by default. The other two options are disabled.
3. Enter the email address of the person with whom you will be sharing this folder.
4. In the Role area, click the type of access you want to give the grantee for this folder:
   • None. Set by default.
   • Viewer. View only.
   • Manager. View, Edit, Add, Remove, Accept, Decline.
   • Admin. View, Edit, Add, Remove, Accept, Decline, Administer.
5. In the Message area select which type of message to send. The options are as follows:
   • Do not send mail about this share. No message is sent.
   • Send standard message. The standard share notification message is sent to the email address. This message includes the name of the mail folder that is being shared, your address, the grantee's address and the role assigned, with a list of the allowed actions.
   • Add a note to standard message. You can include additional information to the standard message.
   • Compose email in new window. Create and send a new email message.
6. Click OK.
7. The message is sent to the grantee. If it is accepted, the shared folder appears in the grantee's mail folders list on the Overview pane.

Viewing, Changing, or Canceling Access

In Stanford Email and Calendar, you, as a grantee, can view the access that you have to a folder (email, calendar, or task list). As a grantor, you can change or cancel the share privileges of your folders to a grantee.

View Your Privileges to a Shared Email Folder

1. From the Overview Pane, click Mail.
2. Right-click (CONTROL+click on the Mac) the email folder of your grantor.
3. Click Edit Properties.
4. In the Folder Properties box, review your role in the Permissions field. Definitions of Roles can be found in Step four above.

Change Access Permissions

1. From the Overview pane, right-click* on the shared email folder.
2. Select Edit Properties. The Folder Properties dialog box opens. This dialog box displays the names that share the email folder.
3. In the Sharing for this folder section, click Edit by the name to change. The Share Properties dialog box opens. You can now change the privileges. Review step four above.
4. An email message will be sent to notify the user of the change in privileges, or you can select to either not send an email message or to send a standard or newly composed message.
5. Click OK.

Revoke the Share to an Email Folder

1. From the Overview pane, right-click* on the shared email folder.
2. Select Edit Properties. The Folder Properties dialog box opens, and in the Sharing for this folder section, it displays the names that have access to the folder.
3. Click Revoke for the appropriate name. A Revoke Share dialog box opens.
4. Select whether or not to send a message to the user describing the change.
5. Click Yes.

   The user can no longer access your shared folder, calendar, or task list. The user can (and should) delete the item from their Overview pane list. If they double-click the item, a message is displayed saying that they do not have access to the item.