Outlook: Setting Permissions on a Public Folder in Outlook Desktop Application

Summary

This article provides instructions on how to set permissions on a public folder in the Outlook desktop application. It includes information about permission types and permission levels.

 

Content

The Owner of a Public Folder can change the permissions on the Public Folder including the Send As permission.

Folder Permission Types

Name Setting Description
Default None This applies to all of USNH Faculty/Staff/Students and should not be modified.
Anonymous None This applies to people with mail servers outside of the USNH Exchange including Gmail, Xfinity, and other learning institutions. Set this to None unless are modifying setting of a Mail Enabled Public Folder.
Firstname.Lastname@instution.edu Any Permission Level This applies to the individual with this specific email account address.

Folder Permission Levels

Permission Level Actives that a sharing collaborator can perform
Owner Create, read, modify, and delete all items. Owners can change the permission levels of others.
Publishing Editor Create, read, modify, and delete items, and create subfolders.
Editor Create, read, modify, and delete items.
Publishing Author Create and read items, create subfolders, and modify and delete items that they created.
Author Create and read items, and modify and delete items that they created.
Non-editing Author Create, read, and delete items that they created.
Reviewer Read items only.
Contributor Create items only.
Custom Perform activities defined by the folder owner.

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How-To

Task: To grant permissions to a collaborator on a Public Folder in the Outlook desktop application.

 

Instructions

Step 1 - Open Outlook and locate the Public Folder in the navigation bar.

Step 2 - Right-click on the Public Folder and choose Properties from the menu.

Step 3 - Click the Permissions tab. Note: This is only visible to Owners of the Public Folder.

Step 4 - Click Add to choose a collaborator from the Global Address List (GAL).

Folder permission tab with the Add button highlighted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 5 - Expand the Permission Level drop-down menu and select a Permission Level.

Folder permissions tab with user selected and the permission levels menu expanded.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 6 - (Optional) When you select a Permission Level from the drop-down menu, activities that are permitted for that Permission Level are pre-selected. To customize the Permission Level, select/de-select options in the Permissions area of the dialog window.

Folder Permissions with permission options highlighted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 7 - Click Apply to save your changes.

Step 8 - Click OK to close the Properties dialog window.

 

Outcome

The individual that you chose from the GAL can perform activates based on the permission level that you selected.

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Task: To remove a collaborator from a Public Folder in the Outlook desktop application.

 

Instructions

Step 1 - Open Outlook and locate the Public Folder in the navigation bar.

Step 2 - Right-click on the Public Folder and choose Properties from the menu.

Step 3 - Click the Permissions tab. Note: This is only visible to Owners of the Public Folder.

Step 4 - Click on the name of the collaborator that you want to remove, click Remove

Step 5 - Click Apply to save your changes.

Step 6 - Click OK to close the Properties dialog window.

Folder permissions tab with collaborator name, the remove, apply, and ok buttons hightlighted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Outcome

The collaborator that you selected can no longer perform any activities to the Public Folder.

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Further Readings

Outlook: Setting your Mail Enabled Public Folder to Accept Incoming Email

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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Details

Article ID: 821
Created
Fri 7/19/19 5:38 PM
Modified
Wed 5/1/24 10:12 AM
Applicable Institution(s):
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office