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