Set Permission Levels

This article provides information on permissions and step by step instructions and how to set them in Outlook.

Overview

In Outlook, permission levels define what a user can see and do within a shared folder, such as an Inbox, Calendar, or Contacts folder. There are distinct sets of permission levels for delegating access to your mailbox and for sharing your calendar. 

Step by Step Guide

Mailbox and folder permissions

Mailbox permissions apply to any folder you choose to share with another user in your organization. A higher-level permission on a folder automatically includes all rights of the levels below it. The available permissions are: 

• Owner: Has full control, including the ability to create, read, modify, and delete all items and files. An Owner can also create subfolders and change the permissions of other users.
• Publishing Editor: Can perform all actions of an Editor, plus create subfolders. A Publishing Editor cannot change permissions.
• Editor: Can create, read, modify, and delete all items and files within the folder.
• Publishing Author: Can create and read items and files, create subfolders, and modify or delete only the items they created.
• Author: Can create and read items, and modify or delete only the items they created.
• Non-editing Author: Can create and read items, but cannot modify or delete them.
• Reviewer: Can only read items and files in the folder.
• Contributor: Can create new items or files, but cannot see the contents of the folder.
• Custom: A mix of individual permissions chosen by the folder owner, which automatically overrides the standard permission levels.
• None: Grants no access to the folder. 

Calendar permissions

The options for sharing a calendar with another person in your organization are different from standard folder permissions. They range from viewing only your free/busy times to becoming a delegate who can manage meetings on your behalf. 

The standard permission options are:

• Can view when I'm busy: The default setting for your organization. Others can only see if you are Free, Busy, Tentative, or Away.
• Can view titles and locations: Allows others to see your events' subjects and locations, but nothing else.
• Can view all details: Allows others to see all event details, including the subject, location, attendees, and description. Events marked as "private" will still only show as "Private Appointment".
• Can edit: Grants full read and write access to your calendar, allowing the user to create, modify, and delete events. This level does not include the ability to respond to meeting requests on your behalf.
• Delegate: Grants the same editing permissions as "Can edit," but also allows a user to send and respond to meeting requests and responses on your behalf. You can also grant a delegate access to view your private calendar items. 

How to set permissions

1. In Outlook, right-click the mailbox or calendar you want to share and select Sharing and Permissions or Properties. 
2. Go to the Permissions tab. 
3. Click Add to select a user or use the search bar to find them. 
4. In the Permissions Level dropdown menu, choose the desired level of access. 
5. Click OK to save your changes. 

 

Additional Information

Need additional information or assistance? Contact the IT Help Desk Chat Line or call the IT Help Desk at 979-830-4357 (HELP).