Sharing e-mail folders is a great way to give multiple people access to important e-mails. For example, a shared folder can be created for a project team, so that all members of the team can have access to all e-mails related to their project.

To share an e-mail folder:

  1. Sign in to K-State webmail at webmail.ksu.edu.
  2. Right-click the folder you want to share and click Share Folder. The Share Properties window will open.
  3. E-mail folders can only be shared with internal K-State e-mail users with @ksu.edu and @k-state.edu e-mail addresses. Enter the e-mail address(es) for user(s) you want to share with and select the user(s) Role. Privileges for each role are dependent on the type of item you are sharing:
    • None
    • Viewer. User will only be allowed to view messages in the folder.
    • Manager. User will be allowed to view, edit, add, and delete messages in the folder.
    • Admin. User will be allowed to view, edit, add, and delete messages in the folder. The user will also be allowed to share the folder.
  4. In the Message area, select what kind of notification message you want to send:
    • Do not send mail about this share. No message is sent. If you do not send a notification message, the user cannot accept the share and will not be able to see the shared folder.
    • Send standard message. The standard-share notification message is sent to the e-mail address. This message includes the name of the item being shared, your address, the address of the user granted permission to share the item, and the role assigned to that user with a list of the allowed actions.
    • Add a note to standard message. You can add additional information to the standard message.
    • Compose e-mail in new window. Create and send a new e-mail message.
  5. Click OK.
  6. The user to whom you have granted access will receive a notification message and must click the Accept Share button above the Subject line to begin sharing the folder.
  7. When your share is accepted, you will receive a confirmation e-mail.

Notes about sharing folders:

  • The shared folder will appear to each user in line with the rest of that user’s folders.
  • The name of the folder’s creator will be added to the name of the folder when it is shared. For example, if you share a folder named “Project A”, it will be listed as “YOUR NAME Project A” to the users with whom you are sharing the folder.
  • Users can change the name and color of the shared folder in their own inbox, but these changes will not affect the folder name or color for any other user.

Next week, how to share inboxes will be explained in detail.

Go to the K-State Zimbra website to read frequently asked questions, getting-started information, and helpful tips and tricks.