2.6 Working with Shared Folders

A shared folder is like any other folder in your Cabinet, except other people have access to it and it appears in their Cabinets. You can create shared folders or share existing personal folders in your Cabinet. You choose whom to share the folder with, and what rights to grant each user. Users can then post messages to the shared folder, drag existing items into the folder, and create discussion threads. You cannot share system folders, which include the Mailbox, Unopened Items, Sent Items, Calendar, Task List, Checklist, Cabinet, Work In Progress, Junk Mail, and Trash folders.

If you place a document in a shared folder, people with rights to the shared folder don't automatically have rights to edit the document. Before they can edit the document, you must give them Edit rights on the Document Sharing tab.

You can share personal folders with other users. Recipients of the shared folder receive a notification explaining that you have shared the folder with them. They can then accept the folder or decline the folder.

This section contains the following topics:

2.6.1 Sharing a Folder

  1. Click Manage Folders, then click the Share Folders tab.

  2. Select the folder you want to share or modify permissions for. Folders available for sharing are underlined.

    Shared folder view

  3. In the Name box, type the GroupWise names or GroupWise user IDs of the people with whom you want to share the folder, then click Add to add them to the Shared list.

    or

    Click Address Book to use the Address Book to add names to the Shared list.

    After you add a shared folder recipient, the Status column displays Pending until the recipient accepts or declines the shared folder.

    Shared folder access rights view

  4. If desired, change the recipient’s shared folder rights.

    • Read: Lets the user read items in the folder.

    • Add: Lets the user add items to the folder.

    • Edit: Lets the user edit items in the folder.

    • Delete: Lets the user delete items from the folder.

  5. Click Save if you changed any shared folder rights.

    or

    Click Close.

2.6.2 Accepting a Shared Folder

  1. Click the Mailbox icon in the Folder List.

  2. Click the shared folder notification to open it.

  3. Click Accept Folder to open the Accept Shared Folder dialog box.

  4. If you want to change the name of the folder (in your Folder List only), type a new name in the Folder Name field.

  5. In the Folder List, select the location where you want the folder to be placed.

  6. Click OK to add the folder.

2.6.3 Posting an Item to a Shared Folder

  1. In the Folder List, open the shared folder you want to post the item to.

  2. At the top of the Item List, click Post Item to This Folder to display a Message form.

  3. Type a subject and message.

    Posting an item to a shared folder

    You can include Web site locations or addresses (URLs) in both the Subject and Message fields.

  4. (Optional) Click Spell Check to spell check the message. For this feature to work, your browser must be enabled for Java.

  5. (Optional) Click Attach to attach files to the message. For this feature to work, your browser must support attachments.

  6. Click Post to add the message to the shared folder.