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Creating and Using Shares

Using the Web interface of Webmail Plus, you may share your mail folders, address books, calendars, task lists, and briefcase folders. Sharing these items allows you collaborate with others, letting them make changes to, or simply view the folder details. If you are sharing multiple items with the same person, e.g. a briefcase folder and an address book group, be sure to give them different names. If you try to share an item with the same name, you'll receive an error that the share already exists. The process to share a folder is:

• Selecting access privileges
• Sharing mail folders
• Sharing address books
• Sharing calendars
• Sharing task lists
• Sharing briefcase folders
• Removing an accepted shared access
• Revoking a granted shared access

Selecting access privileges

It is very important that you select access privileges carefully. If you grant someone admin or manager privileges to one of your folders, they will be able to delete items, or the folder itself, even though those items and folders reside in your account. The deleted items will be moved to your trash without you receiving any notification that this has occurred, and will be automatically removed from the system in 30 days if nothing else is done to them.

• Internal users or groups. You select the type of privileges (roles) to grant to internal users (anyone with a Webmail Plus account).
  • Viewer. They can read the contents of the shared folder, but cannot make changes to the content.
  • Manager. They have full permission to view and edit the content, create new sub-folders, and edit and delete files in the shared folder.
  • Admin. They have complete permission to view, edit, add, remove, accept, decline, and administer content.
  • None. This option disables access to a shared folder without revoking the share privilege. The grantee will still have the shared folder but cannot view or manage activities in it.
    
    
• External guests. You create a password for the shared folder that guests must enter to view the content. They cannot make any changes to the information that they view. Note: Mail folders can only be shared with internal users or groups.
  
  
• Public. Anyone that knows the URL to the folder can view the content. They cannot make any changes to the information.

Sharing mail folders

You can share any of your mail folders, including the inbox and any sub-folders with internal users and groups. You select the folder(s) and specify the type of access permissions to grant. To share mail folders:

1. Right-click the folder you wish to share and select Share Folder.
   
   
   
   
2. The Share Properties form opens. Fill it out and click OK.
   
   

Sharing address books and contact lists

1. Right-click the address book you wish to share and select Share Address Book.
   
   
   
   
2. The Share Properties form opens. Fill it out and click OK.
   
   

Sharing calendars

1. Right-click the calendar you wish to share and select Share Calendar.
   
   
   
   
2. The Share Properties form opens. Fill it out and click OK.
   
   

Sharing task lists

By default, task lists are shared with no one. You can share task lists with others and define permissions for the shared list as follows:

• Internal users or groups. You select the type of privileges to grant, either:
  • Viewer - The grantee can see the content of the task list but cannot make any changes to it.
  • Manager - The grantee has full permission to create tasks and edit and delete tasks from your task list.
• External guests. You create a password to access the shared task list. Guests must enter this password to view the task list. They cannot make changes to any of the tasks.
• Public. Anyone that knows the URL to the shared task list can view it. They cannot make any changes.

To share your task list, right-click on the task list to share and select Share Task List.

1. In the Shared Properties dialog box, select with whom you wish to share.
2. Select a Role.
3. Click the Send standard message drop-down menu and select one of the options.
4. Click OK.
5. An email will then be sent to those with whom you chose to share your task list.

Revoking task list permissions

You can edit or revoke task list permissions at any time by:

1. Right-click the shared list and choose Edit Properties from the menu.
2. From the Sharing for this folder section, locate the permissions you want revoked and click the Revoke link.

Sharing your briefcase

1. Click Briefcase and then select Share Folder.
   
   
   
   
2. The Share Properties form opens. Fill it out and click OK.
   
   

Removing an accepted shared access

Ask the person who shared it with you to revoke the share. To see who that is, click Preferences in the tool bar and then Sharing in the overview pane. Do not ever simply delete it. If you delete it, it removes it from the owner's account and places it in trash and they do not receive any notification that this has occurred.

Revoking a granted shared access

To remove a share that you granted, click Preferences in the tool bar and then Sharing in the overview pane. This displays all shares, either granted by you, or accepted by others. Scroll down to the share you want to remove and click Revoke.