Folders & Permissions

Folder Navigation Area Structure

The Folder Navigation Area in grommunio Web displays all folders available to you in a hierarchical structure.

Hint

The Show All option must be selected.

Favourites

The first section contains the Favourites.

This section contains references (shortcuts) to folders that you have marked as favourites. Adding a folder to Favourites does not duplicate the folder; it only creates a reference for quick access.

Mailstore (User Root Folder)

Below Favourites is your mailstore, which represents the root folder of the mailbox.

It contains the following default subfolders:

• Inbox
• Drafts
• Outbox
• Sent Items
• Deleted Items
• Junk Email
• Calendar
• Contacts
• To-Do List
• Tasks
• Notes
• Journal
• RSS-Feeds
• Sync Issues

These folders are created automatically and are used for storing different types of items such as emails, calendar entries, contacts, and tasks. They are system defaults and cannot be changed or deleted.

Shared Folders

Below your mailstore, all added shared folders are displayed.

Shared folders belong to other users or resources and must be added manually.

Note

If a user has store owner privileges for another user's mailbox, that mailbox will be integrated automatically due to grommunio's store hint function. Store owner privileges can be configured by administrators in the Admin UI.

Shared folders can be added using the Open Shared Folders + button in the Folder Navigation Area (bottom).

Public Folders

At the bottom of the Folder Navigation Area, the folder Public Folder – <domain> is displayed.

This folder contains public folders that are available to users within the same domain, depending on assigned permissions.

Folder Options

The following options are available when interacting with a folder by right-clicking it in the folder tree. Available options may vary depending on the folder type and user permissions.

Basic folder options

• Open Opens the selected folder and displays its contents in the main view.

• Rename Folder Allows changing the name of the selected folder.

  Note

  Renaming of the root folder is only possible via the Admin-UI.

• New Folder Creates a new subfolder under the selected folder. The new folder inherits permissions from its parent folder by default.

• Restore items Restores items that were previously deleted from this folder, if applicable. This option is typically available for folders that support item recovery.

• Add to Favorites Adds the selected folder to the Favorites section for quick access. Favorites are displayed at the top of the folder tree.

• Share folder … Allows sharing the folder with other users and defining their access permissions, such as read-only or read/write access.

• Properties Displays detailed information about the selected folder, including Location, Items, Object ID, Folder Size, and Permissions.

  Selecting the Folder size… button displays additional information about all subfolders, including their individual storage usage and overall size distribution.

In addition to the basic folder options, the following options are available for specific folder types:

Root Folder

• Reload Refreshes the folder tree and reloads the folder contents to ensure that the most recent changes are displayed.

Mail Folder

• Mark All Messages Read Marks all messages in the selected folder as read. This action applies only to the current folder and does not affect subfolders.
• Empty folder Permanently deletes all messages in the selected folder. Depending on system configuration, deleted messages may be moved to the Deleted Items folder or removed immediately.
• Import emails Imports email messages in EML format into the selected folder.

Calendar Folder

• Select color Assigns a color to the selected calendar. The color is used to visually distinguish calendar entries in calendar views and overlays.
• Import appointments Imports calendar entries in iCalendar (.ics) or vCalendar (.vcs) format into the selected calendar.

Contact Folder

• Import contacts Imports contact entries into the selected contact folder from an external file. Supported formats include vCard (.vcf).

Shared Root Folder

The options available in a shared root folder depend on the user's permissions. Users with higher rights see more options, while users with limited rights only see actions they are authorized to perform. However, the Close store option is always available, regardless of the user's permissions.

• Close store Closes the shared mailbox or folder store and removes it from the folder tree. This action does not delete the shared data and can be reversed by reopening the shared store.

Attention

Same applies for shared subfolders: Most options may vary depending on user permissions and rights.

Permissions

This dialog enables the configuration of access rights for different users or groups on the selected folder.

Users and Profiles

• User/Group List Displays users or groups with assigned permissions for the folder.
  • default: Applies to all users unless explicitly overridden.
  • anonymous: Applies to unauthenticated users.
• Add / Remove Buttons Used to add new users or groups for permission assignment or to remove existing entries.
• Profile Dropdown Allows selection of predefined permission profiles for rapid application of standard permission sets.

Permission Categories

• Read Determines the level of access granted to read folder contents.
  • None: No permission to view folder contents.
  • Full Details: Permission to read full details of items, including content and metadata.
• Write Defines rights to create or modify items within the folder.
  • Create items: Permission to create new items such as emails or calendar events.
  • Create subfolders: Permission to create subfolders within the current folder.
  • Edit own: Permission to edit items created by the user.
  • Edit all: Permission to edit all items within the folder, regardless of creator.
• Delete Items Specifies deletion rights for folder items.
  • None: No permission to delete items.
  • Own: Permission to delete items created by the user.
  • All: Permission to delete any item in the folder.
• Other Additional folder-related permissions:
  • Folder owner: Designates the user as owner of the folder, typically granting full control.
  • Folder contact: Assigns the user as a contact for the folder, often for administrative purposes.
  • Folder visible: Allows visibility to the folder.

Recursive Application

• Apply (copy) changed permissions recursively When selected, applies the configured permissions to the current folder and all subfolders recursively.

Actions

• Ok Saves changes and closes the dialog.
• Cancel Discards changes and closes the dialog.

Share a Folder Successfully

1. Select Root Mailstore

   Begin by selecting the root mailstore in the folder tree. Permissions must be configured at the root level before sharing individual folders.

2. Open Permissions Dialog

   There are multiple ways to open the Permissions dialog:

   • Right-click the folder and select Share folder.
   • Open the folder's Properties and navigate to the Permissions tab.

3. Configure Permissions

   In the Permissions dialog:

   • Add Folder visible for the users or groups intended to have access to the folder.
   • Click OK to save and close the dialog.

4. Share Specific Folder

   After setting permissions at the root, select the specific folder to be shared and open its Permissions dialog. Add Folder visible and assign the required rights.

Attention

If the folder you want to share is a subfolder, ensure all parent folders above it also have Folder visible permissions for the intended users. Without this, users may not be able to access the shared subfolder even if its permissions are set correctly. Exception: Standard folders such as Inbox, Calendar, etc., can be opened regardless of root rights.

Permission Matrix

Profile	Read None	Read Full Details	Create items	Create subfolders	Edit Own	Edit All	Delete None	Delete Own	Delete All	Folder owner	Folder contact	Folder visible
Owner		x	x	x	x	x			x	x	x	x
Publishing Editor		x	x	x	x	x			x			x
Editor		x	x		x	x			x			x
Publishing Author		x	x	x	x			x				x
Author		x	x		x			x				x
Nonediting Author		x	x					x				x
Reviewer		x					x					x
Contributor	x		x				x					x
None	x						x
Custom	o	o	o	o	o	o	o	o	o	o	o	o