Permissions On Outlook For Mac

On your Mac, select an item, then choose File Get Info. Click the lock icon to unlock it. Enter an administrator name and password. In the Sharing & Permissions section, do any of the following: Add a user or group: Click the Add button below the list, select a user or group, then click Select. Remove a user or group: Select the user or group, then click the Remove button below the list. Note: If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see Options for sharing and delegating folders in Outlook 2016 for Mac.

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Topics Map > Features and Functionality > Client Capabilities > Web (OWA)

There are times when you need to provide permissions to an email folder to a colleague. If you are looking to grant permissions to your whole account, use these instructions instead: Office 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions. For a complete list of email permissions in Office 365, please see Office 365 - Mail and Calendar folder permission levels.

Note: Managing permissions on a mobile device cannot be performed. Use the 'Outlook on the web' instructions below to manage your permissions.

When assigning permissions, you have the option to grant many different levels (read/create/modify/owner/delete). Expand the section below for further details:

Permission Levels
- The following image displays the different types of permissions available:
  Note: The image used above is from Outlook on the web but the same permissions exists for Outlook.
  Review Office 365 - Mail and Calendar folder permission levels for definition of each permission level.

To add/modify/remove permissions using Outlook on the web, expand the section below:

Manage permissions using Outlook on the web
- In the example below, Bucky is managing permissions to his 'Air_Gun' folder.
  Add/modify permissions
  1. Log into Office 365 account via Outlook on the web.
  2. On the left hand side, right click the folder you want to update permissions.
  3. Select Permissions from the drop-down menu.
  4. Click the + icon in the top left of the permissions menu.
  5. Enter the email address of the person you want to give permissions to and click Add.
  6. Select their name from the list, and then assign the desired permissions and click OK.
    Important: If you are giving permissions to a folder (the child) that is a subfolder to another folder (the parent), you must give that person 'Folder visible' permissions to the parent folder as well.
  7. Notify the person you granted permissions to that they now have access to the specific folder(s)
  Remove permissions
  1. Log into Office 365 account via Outlook on the web.
  2. To remove the permissions from a folder, right click the folder you want to update and select Permissions from the drop-down menu.
  3. Select their name from the list and click the TRASH icon located in the top left of the menu.
  4. Click OK.

To add/modify/remove permissions using Outlook for Windows, expand the section below:

Manage permissions using Outlook for Windows
- Add/modify permissions
  1. Start Outlook.
  2. Go to 'Mail'.
  3. Right-click on your top level mailbox folder (your name):
  4. Select Folder Permissions from the drop-down menu.
  5. Make sure you are on the 'Permissions' tab.
  6. Click the Add button.
  7. Make sure you are searching against the 'Global Address List', enter the name or fully qualified email address of the individual and click Go.
  8. Select their name from the list and click the Add button.
  9. Click OK.
  10. On the properties screen, make sure their name is selected, then place a check mark within the 'Folder visible' box and click OK.
  11. If the folder you are granting permissions to is a sub-folder of another folder, you must grant 'Folder visible' permissions to each folder for this user - do this by repeating the steps 3-10 for each sub-folder.
  12. Next, right-click on the desired folder you wish to provide permissions for from the folder list and select Properties... from the drop-down menu.
  13. Click 'Permissions' tab.
  14. Click the Add button.
  15. Make sure you are searching against the 'Global Address List', enter the name or fully qualified email address of the individual and click Go.
  16. Select their name from the list and click the Add button.
  17. Click OK.
  18. Select their name from the list, and choose the desired permission level from the 'Permission level' select box. Note: When you select a permission level, the appropriate permissions are assigned (checked) below this selection.
  19. Click OK.
  20. Notify the person you granted permissions to that they now have access to the specific folder(s)
  Remove permissions
  1. Start Outlook.
  2. Go to 'Mail'.
  3. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
  4. Click 'Permissions' tab.
  5. Select their name from the list and click the Remove button.
  6. Click OK.

To add/modify/remove permissions using Outlook 2016 for Mac, expand the section below:

Manage permissions using Outlook 2016 for Mac
- Add/modify permissions
  1. Start Outlook.
  2. Go to 'Mail'.
  3. Right-Click the mailbox folder you wish to share.
  4. Select Sharing Permissions... from the drop-down menu.
  5. Ensure you are on the permissions tab.
  6. Click the Add User...
  7. In the search bar type the users' email address and select their name once it appears.
  8. Click the Add button.
  9. From within the 'Folder Properties' screen, make sure the user is selected and assign folder visible permissions.
  10. Click OK when finished.
  11. If the folder you are granting permissions to is a sub-folder of another folder, you must grant 'Folder visible' permissions to each folder for this user - do this by repeating the steps 3-10 for each sub-folder.
  12. Right-Click the desired folder or sub-folder you wish to be shared and choose Sharing Permissions... from the sub-menu.
  13. In the Folder Properties > Permissions window:
  14. Click Add User...
  15. In the search bar type the users' email address and select their name once it appears.
  16. From within the 'Folder Properties' screen, make sure the user is selected and assign the desired permissions.
  17. Click OK when finished.
  18. Notify the person you granted permissions so that they now have access to the specific folder.
  Remove permissions
  1. Start Outlook.
  2. Go to 'Mail'.
  3. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
  4. Click 'Permissions' tab.
  5. Select their name from the list and click the Remove button.
  6. Click OK.

Setting up “Send on behalf of” permissions

Once you choose your delegate, you need to give them permission to send out messages and perform other tasks for you. While the process varies depending on which version of Outlook you are using, it is very easy to do and can be accomplished in less than 30 seconds.

Outlook 2010/2013:

First, select the File tab on the top ribbon and go to Info. Next, select Account Settings, which should open a small drop-down menu. Then select Delegate Access.

Now click Add and search through your personal or company address book for your delegate’s email account. After you’ve selected that person, you’ll need to determine the level of access you want to give them. If you select None for everything, then the delegate will only be able to send out emails on your behalf.

Outlook 2011 for Mac:

If you’re using a Mac, there are a few more steps involved. You’ll need to open Preferences and select Accounts. Hit the Advanced button and then select the Delegates tab. Use the + button to open a search pop-up where you can search your address book for your delegate. When you select your delegate, you’ll see the permissions dialog box where you can set the access level. As with the Windows versions of Outlook, if you select None for everything, your delegate will only be able to send out email messages on your behalf.

Learn more about Outlook permissions