Zimbra Weekly: Sharing briefcases
Sharing an e-mail briefcase allows multiple people to have access to items uploaded to your briefcase. Sharing a briefcase is useful when you want to share items such as Word documents, Excel spreadsheets, pictures, or other items with multiple users.
How to share briefcases
- Sign in to K-State webmail at webmail.ksu.edu.
- Right-click the briefcase you want to share and click Share Briefcase. The Share Properties window will open.
- Select whom to Share with:
- Internal users or groups. K-Staters with @k-state.edu and @ksu.edu e-mail addresses.
- External guests. Specific users who do not have a K-State e-mail address. For example, those with @gmail.com or @hotmail.com e-mail addresses.
- Public. Sharing with the public means that anyone who knows the web address (URL) of the shared briefcase can view it. However, they cannot make any changes to the briefcase.
- When sharing with an internal K-State e-mail user, 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 the items in the briefcase.
- Manager. User will be allowed to view, edit, add, and delete items and folders in the briefcase.
- Admin. User will be allowed to view, edit, add, and delete items and folders in the briefcase. The user will also be allowed to share the briefcase and its folders with other users.
- When sharing with external guest(s), enter the guest(s) e-mail address(es) and select a Password they will use to view the shared briefcase.
- When sharing with the public, direct them to the web address that displays in the URL area. For example, copy and paste the URL into an e-mail message.
- 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 briefcase.
- Send standard message. The standard share notification message is sent to the e-mail address. This message includes the name of the briefcase 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, custom e-mail message.
- Click OK.
- Internal users 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 briefcase. The user must be using webmail.k-state.edu to accept the share.
Notes about sharing briefcases
- Users will also be allowed the same privileges to all folders inside the briefcase. If you want to grant access only to certain folders within a briefcase, you can share the folder(s) individually instead of sharing the entire briefcase.
- External users will receive an e-mail notifying them of the share, their password, and the URL to access the briefcase. They do not have to accept the share. When visiting the URL, they will be prompted for their e-mail address and password to access the shared briefcase.
- External and public users will only be allowed to view the shared briefcase; they cannot edit, add, or delete items or folders in the briefcase.
- The shared briefcase will appear to each internal user inline with the rest of that user’s shared briefcases, below their personal briefcase.
- Internal users can change the color of the shared briefcase, but these changes will not affect the briefcase name or color for any other user.
- Share privileges can be revoked or edited by the inbox owner by right-clicking on the shared briefcase and clicking Edit Properties.
Next week, how to share calendars 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.