Folders & Permissions

Folders keep your mailbox in order, and permissions let you share them. This chapter covers both: creating and managing folders, favorites, sharing your folders with colleagues and opening what others share with you.

The folder pane

From top to bottom, the folder pane shows:

• Favourites: your quick-access folders.
• Your mailbox (here Anna Berger) with the standard folders and your own folders. The standard folders cannot be renamed or deleted:

Folder	Contents
Inbox	incoming mail
Drafts	mails you have not sent yet
Outbox	mails waiting to be sent, including scheduled mails
Sent Items	copies of the mails you sent
Deleted Items	what you deleted, until you empty it
Junk Email	mail classified as spam
Calendar, Contacts, Tasks, Notes	the folders of the other applications

• Shared mailboxes and folders that colleagues share with you.
• Public Folders of your organization.
• Open Shared Mails + (or Add Shared Calendar +, Open Shared Contacts +, …) at the bottom.

Working with folders

Right-click a folder for all folder actions:

Action	What it does
New Folder	creates a subfolder. You can choose the type: mail, calendar, contacts, tasks or notes.
Rename Folder (F2)	renames the folder.
Copy/Move Folder	copies or moves the folder with its contents. You can also drag folders in the tree.
Delete Folder	moves the folder to Deleted Items.
Mark All Messages Read	marks everything in the folder as read.
Empty folder	deletes all items in the folder.
Restore items	brings back items that were permanently deleted recently.
Select color	gives the folder icon a color, which also sets the color of a calendar.
Add to Favorites / Remove From Favorites	see Favorites.
Share folder…	opens the permissions.
Import emails / appointments / contacts	imports .eml, .ics or .vcf files into the folder.
Reload	reloads the folder from the server.
Properties	shows name, description, size and number of items, and the permissions.

Favorites

Favorites put the folders you need most at the top of the folder pane. Right-click a folder and choose Add to Favorites. To remove it, right-click it and choose Remove From Favorites. A search can also be saved as a favorite, see Searching.

Under Settings › General › Display you decide whether favorites are shown only in Mail or in all applications, and whether they stay pinned at the top.

Sharing a folder

You can give colleagues access to your folders, for example your calendar to your team or a project folder to a colleague. You decide exactly what they may do.

1. Right-click the folder and choose Share folder… (or Properties › Permissions).
2. Click Add and choose the colleague or group from the address book.
3. Select a Profile or set the individual permissions.
4. Click Ok.

Permissions

Area	Options
Read	None, Free/Busy time (calendars: only when you are busy), Free/Busy time, subject, location, Full Details
Write	Create items, Create subfolders, Edit own, Edit all
Delete items	None, Own, All
Other	Folder owner (may change permissions), Folder contact, Folder visible (may see the folder in the tree)

The entry default applies to everybody in your organization who is not listed separately. anonymous applies to users who are not signed in. Tick Apply (copy) changed permissions recursively to give the same permissions on all subfolders.

Permission profiles

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

Sharing subfolders

To open a subfolder you share, your colleague also needs Folder visible on all folders above it, up to the top of your mailbox. Standard folders such as the Inbox or the Calendar can be opened without this.

Tip

For an assistant who manages your mail and calendar, use Delegates instead. A delegate gets the folder permissions in one step and may also send invitations and mails on your behalf.

Shared mailboxes

Opening a shared folder or mailbox

1. Click Open Shared Mails + at the bottom of the folder pane (or the matching button in Calendar, Contacts, Tasks or Notes).
2. Enter the name of the colleague or shared mailbox and press Enter.
3. Choose the Folder type: Entire Inbox (the whole mailbox), Inbox, Calendar, Contact, Notes or Task.
4. For a single folder, tick Show subfolders to include its subfolders.
5. Click Open.

The mailbox or folder appears in your folder pane and stays there the next time you sign in:

Mailboxes your administrator gave you full access to may appear automatically.

• Reorder shared mailboxes by dragging them in the folder pane. The order applies to all applications.
• Close a shared mailbox: right-click its top folder and choose Close store. For a single shared folder choose Close folder.

Sending from a shared mailbox

To send a mail as the shared mailbox, click Show From field in the new mail and choose the mailbox in From. Your administrator decides whether you may send as the mailbox or on behalf of it. The mailbox's Properties show your Send rights: None, Send on behalf or Send as.

If you send as a delegate, the setting Save emails sent by delegate under Settings › Mail decides whether the copy is kept in your Sent Items, in the Sent Items of the person you represent, or in both.

Public folders

Public Folders are folders for the whole organization, for example a company calendar, shared contacts or a support mailbox. Your administrator sets them up and decides who may read or write in them. You work with them like with your own folders, and you can search them, including their subfolders.