Sharing Outlook Email & Calendar
Outlook provides several sharing options to facilitate collaboration and communication among users. These sharing features vary based on the version of Outlook, the type of account that is shared, and the preferences of the account owner.
Sharing Options
Options may include user access/controls for specific sections within the account, such as:
mailbox sharing,
calendar sharing,
send as permissions,
and delegate controls.
Tech Support For Outlook and Account Sharing
If you need assistance with account sharing in Outlook or have questions about accessing shared accounts, please submit a request for technical support:
https://calpoly.atlassian.net/servicedesk/customer/portal/2/group/8/create/30
Shared Accounts
Please refer to the table below for an overview of how sharing can be set up, and how authorized users can access these resources after they are shared.
Account Types | Sharing | Access |
|---|---|---|
| Users have the ability in Outlook to share access to their own mailbox and calendars to other users or accounts. This includes granting mailbox access, calendar access, delegate access, view, edit, and send as permissions. | Authorized users can add the shared account or calendar to their mail client to access it (credentials are not to be shared). |
| Users can be granted Full permissions to the departmental account by ITS. Full permissions users have ability to assign other users with view, edit, and delegate access for the mailbox or calendar items. | Full permissions users, and individually authorized users, can add/view the shared account manually to Outlook (credentials are not required for this). Windows Outlook clients load the shared account automatically for users granted Full permissions. Credentials may be shared among authorized users, and direct access of the account is available via the Cal Poly portal. Alternatively, authorized users with credentials can use the credentials to add the account to Outlook. |
| Users can be granted Full permissions to the resource account by ITS. Full permissions users have ability to assign other users with view, edit, and delegate access for the calendar. | Full permissions users, and individually authorized users, can add/view the shared calendar account manually (credentials not required) to Outlook. Windows Outlook clients load the shared resource account automatically for users granted Full permissions. Account credentials are not setup or available. |
Impact of Mail Client on Sharing
In addition to the account type implications on sharing and the account permissions that are assigned to a user, the mail client that is used will also govern features available for setting up sharing permissions or accessing shared accounts. Here is a list of supported mail clients:
Outlook web
Outlook for Windows
Outlook for Mac
Outlook for iOS
Outlook for Android
Apple Mail (best effort)
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