Share a mail folder with colleagues
To share a folder, click your profile picture, open Folders, and click the share icon next to the folder. Choose Share with all users or enter colleagues' addresses in Share with user, tick the Delete, Reply or Forward permissions you want, and click Mark Shared. The folder then appears in their mailbox under your address.
How to share a mail folder with colleagues
Where: Profile menu › Folders
- Click your profile picture at the top right and open Folders.
- Click the share icon next to the folder you want to share.
- Choose Share with all users, or type colleagues' addresses, separated by commas, in Share with user.
- Tick the permissions to allow, then click Mark Shared.
- To change or stop sharing later, click the shared-folder icon and choose Update or Mark Unshared.
When to use it
Anita leads a bid team at acme.in. She shares her "RFP-2026" folder with three colleagues, allows Reply so they can answer the client, and leaves Delete off so nothing is lost.
Options
| Option | What it does |
|---|---|
| Share with all users | Shares the folder with everyone on your mail service. |
| Share with user | Shares only with the addresses you enter. |
| Allow "Delete" permission for mails | Colleagues may delete mails in the folder. |
| Allow "Reply" permission for mails | Colleagues may reply to mails in the folder. |
| Allow "Forward" permission for mails | Colleagues may forward mails in the folder. |
| Update / Mark Unshared | Changes who has access and what they may do, or stops sharing. |
Good to know
- A shared folder shows a different icon on the Folders page, so you can see at a glance what you have shared.
- You cannot share a folder with yourself.
- Colleagues can search inside the folder with Shared Folder(s) in Advanced Search, and remove it from their own list if they no longer need it.
- To share just one mail rather than a whole folder, share the mail itself.
Common questions
Can colleagues delete mails in my shared folder?
Only if you tick Allow "Delete" permission for mails. Reply and Forward work the same way, so you decide each one.
Can I share a folder with someone outside my organisation?
Your administrator decides whether folders can be shared only within your domain or with other domains too.