Shared Microsoft 365 Email Folders and Permission Levels
- Cassandra Rinker
- Jessica Steele
- Emily Ogden (Deactivated)
Those who oversee email accounts in Microsoft 365 can grant read access to others. This grants them the ability to see the contents of designated areas. With Shared Mailbox accounts, permissions must be granted by the Full Access Delegate over the account. Full Access Delegate permission is assigned by ITS System Administrators. For personal accounts, the owner of the account can grant access directly to others.
The links on this page show how Full Access Delegates and personal account owners can grant folder access to others, and how those with whom access has been granted can access those areas.
Send As permissions only allow a user to send an email from the email account; it DOES NOT grant visibility/edit access to that email account. Full Access Delegates must request Send As permissions for other users. View Send Emails Through a Shared Mailbox for more information.
How to share or access shared folders
Please follow the appropriate links for the methods used to access Microsoft 365 by both the person sharing and the person accessing the shared areas:
Request a New Shared Mailbox or Support for an Existing Shared Mailbox
Add a Shared Mailbox Folder to an Outlook for Windows Account
Permission levels for shared folders
Owner | Only ITS can grant this permission. Owners are allowed full rights to the mailbox (Calendar or Folder), including assigning permissions. ITS does not recommend requesting this permission for everyone. |
Publishing Editor | Create, read, edit and delete all items; create subfolders. |
Editor | Create, read, edit and delete all items. |
Publishing Author | Create and read items; create subfolders; edit and delete items created by the user. |
Author | Create and read items; edit and delete items they've created. |
Nonediting Author | Create and read items; delete items created by the user. |
Reviewer | Read items. |
Contributor | Create items. |
Free/Busy time, subject, location | View the time, subject and location of the appointment or meeting on your calendar. |
Free/Busy time | Shows only as Free or Busy on your calendar. No details are provided. |
None | No permissions are set for the selected user on the specified calendar or folder. |