How do I share a calendar, task or email folder? (Outlook)

To share items:

  • Open Outlook
  • Right-click the item you wish to share from the list in the left hand pane (e.g. Calendar, Mail, Tasks)
  • Click Properties
  • Click the Permissions tab
  • Click the Add button
  • From the list, choose the people you want to share the item with by searching for and double-clicking on their name
  • Click OK
  • In the bottom half of the window, customise permissions of each user
    • None is the lowest level of permissions, i.e. all access blocked
    • Owner is the highest level of permissions, i.e. can create, edit and delete items
    • Reviewer is the lowest level of permissions that allows a user to read items, but not create, edit or delete them
  • Click Apply, and then OK

To access items that have been shared with you:

  • Open Outlook
  • Click File
  • Click Open and Export
  • Click Other User’s Folder
  • Enter the user who shared a folder’s username
  • Select the folder type from the dropdown
  • Click OK

The shared folder will open in the reading pane.

Contact for this page:
Information Services, Aberystwyth University, Hugh Owen Library, Penglais, Aberystwyth, SY23 3DZ
Tel: 01970 62 2400 Email: