Options for sharing and delegating folders in Outlook 2016 for Mac

With your Microsoft Exchange account, you can share and delegate Outlook 2016 for Mac email messages, calendar events, contacts, tasks, and notes with people who are on the same Exchange server.

Note: When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or email messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

Options for sharing a folder

When you share a folder, you can set permissions that define what each user who accesses the folder can do:

Permission level

Activities that a sharing user can perform

Owner

Create, read, modify, and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder.

Publishing Editor

Create, read, modify, and delete all items, and create subfolders.

Editor

Create, read, modify, and delete all items.

Publishing Author

Create and read items, create subfolders, and modify and delete items that you create.

Author

Create and read items, and modify and delete items that you create.

Nonediting Author

Create and read items, and delete items that you create.

Reviewer

Read items only.

Contributor

Create items only.

Custom

Perform activities defined by the folder owner.

Free/Busy time, subject, location

For calendar sharing only, read the free/busy information, subject, and location of calendar events.

Free/Busy time

For calendar sharing only, read the free/busy information of calendar events.

None

Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder.

Options for delegating a folder

When you add a delegate, you can give the delegate separate permission levels for your calendar, inbox, address book, tasks, and notes folders:

Permission level

Activities that a delegate can perform

Editor

Read, create, and modify items, including modifying and deleting items that the account owner created. For example, a delegate with Editor permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf.

Author

Read and create items, and modify and delete items that he or she creates.

Reviewer

Read items only. For example, the delegate can read messages in the account owner's inbox.

Related topics

Share your calendar in Outlook 2016 for Mac

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