If you've created a public folder, or you want to grant or restrict access to a folder to specific users or groups, here's how to set permissions for Outlook folders.
Sharing a Folder
Important: If sharing a sub-folder, you must also add permissions for all parent folders to 'Folder visible' or the shared folder will not appear for others.
1. In the Folder Pane, right-click the folder to set permissions, and then click Properties.
2. On the Permissions tab, under Permissions, choose a permissions level from the list.
Permissions descend from Owner, with all the rights, to Contributor, with the fewest rights.
3. After you choose a permissions level, you can fine-tune the permissions by selecting buttons or checking and unchecking boxes. If you do that, the Permission Level for the user or group will change to Custom.
4. To find the users or contact groups you want to assign to that permissions level, click Add.
5. In the Global Address List, select the users and contact groups you want, clicking Add after selecting each one. As you add users or groups, they appear in the box to the right of the Add button.
6. Set different permissions for other users or groups by repeating steps 2 through 5.
7. Click OK.
It may take several hours and a restart of the Outlook desktop app for the shared folder to appear for the other users.
Viewing a Shared Folder
After you have shared a folder, it should automatically appear in the recipient's folder pane in Outlook. However, if it does not, they should follow these steps:
1. Close and restart Outlook.
2. Go to the File tab and click the Account Settings section.
3. From the menu, select Account Settings, and then select the Email tab.
4. Highlight your email account.
5. Click Change, and then click More Settings in the right corner.
6. Go to the Advanced tab and click Add.
7. Type the email address of the person that shared the folder and click OK.
8. On the Change Account Wizard, select Next and then click Finish.
9. Close and restart Outlook.
The shared folder will display in your mailbox list on the left-hand side along with other folders.