Share a Task List
Video Helplet
Watch how to share a task list.Sharing Your Task Lists
You can share your task lists with other people in your office, but not with external guests or with the public. When you share your task lists with internal users, you can select the type of access the internal users can have, either Manager which gives full access to view and modify a task, or Viewer, which gives read-only access. External guests and the public have read-only access.
The process to share a task list 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 tasks list(s). The shared task list appears in the grantees list of task lists in the Overview pane.
For further sharing options in Stanford Email and Calendar, see the other job aids on Share a Calendar and Share an Email Folder.
Share a Task List
- With Tasks selected, right-click* on the task list to share. The following sub-menu is displayed.
- Click Share Task List. The Shared Properties dialog box displays.
- Enter the Email address of the person with whom you will be sharing this task lists.
Reminder: You cannot share a task list with external guests or the Public. - In the Role area, click the type of access you want to give the grantee for this task list.
- None. Set by default.
- Viewer. View only.
- Manager. View, Edit, Add, Remove, Accept, Decline.
- 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.
- Click OK.
- The message is sent to the grantee. If it is accepted, the shared task list appears in the grantee's list of tasks.
Viewing, Changing, or Cancelling 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 Task List
- From the Overview Pane, click Tasks.
- Right-click* the task list of your grantor.
- Click Edit Properties.
- In the Folder Properties box, review your role in the Permissions field. Definitions of Roles can be found in Step four above.
Change the Access Permissions for Your Grantees
- From the Overview pane, right-click* on the shared task list.
- Select Edit Properties. The Task List Folder Properties dialog box opens. This dialog displays the names that share the task list.
- 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.
- 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.
- Click OK.
Revoke the Share Permissions of a Task List
- From the Overview pane, right-click* on the shared task list.
- Select Edit Properties. The calendar properties dialog box opens, and displays the names that share the folder.
- For the appropriate name, click Revoke. A Revoke Share dialog box opens.
- Select whether or not to send a message to the user describing the change.
- Click Yes.
The user can no longer access your shared 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 task list.
*Note: *Right-click is CONTROL+click on the Mac.
