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RickKru's avatar
RickKru
Copper Contributor
Feb 06, 2025

Shared folder in Outlook for Mac not accessible

I setup permissions for a sub-folder that I want to share with another user.  I use Outlook on a PC.  The other user has Outlook on a Mac (version 16.91.1).  I shared the account, inbox, and sub-folder.  The account and inbox have "Folder Visible" checked, but everything else is unselected or set to "None".  The sub-folder has Editor permission level. 

 

The account shows up at the bottom of the folders list, but I'm unable to open it or expand it.  I double-checked the permissions and they were correct.  As a test, I change the account and inbox permissions to "Contributor".  Same problem.  I changed the account and inbox permissions to "Reviewer" (which changes the read permissions from "None" to "Full Details".  That worked, but it also allowed my inbox to be accessible and readable.  I don't want that.  I simply want to give read access to the sub-folder. 

 

I've successfully used the settings in the first paragraph several times between 2 PCs using Outlook.  Is there a limitation in the Mac version that doesn't allow you share a sub-folder without also giving read access to the inbox?  

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  • MrCharlesJenkins's avatar
    MrCharlesJenkins
    MCT
    Mar 18, 2025

    It seems like you're facing a limitation or behavior difference between Outlook on Windows and Outlook on Mac when it comes to shared folder permissions. Based on the issue you're describing, here are a few key things to consider and some potential solutions:

    Permissions Difference on Mac vs. PC:

    • Outlook for Mac has historically had limitations when it comes to fine-grained control over folder permissions compared to the Windows version.
    • In the PC version, you can manage permissions on individual subfolders with more flexibility, including restricting access to specific folders without giving access to the parent inbox. Unfortunately, this level of granularity doesn't always carry over seamlessly to Outlook for Mac, which may be why you're seeing the issue where it requires you to also grant access to the inbox when sharing a sub-folder.


    Mac Folder Access Limitation:

    • The behavior you're describing—where the shared sub-folder shows up but can't be expanded or accessed unless broader permissions (like "Reviewer") are set on the parent folders—suggests that Outlook for Mac might not fully support the type of permissioning you're trying to achieve.
    • The sub-folder might not be correctly inheriting the intended permissions on Mac. Essentially, if "Folder Visible" is not checked at the parent level (Inbox or Account), the sub-folder may not even be visible on the Mac, even though it appears as if everything is set correctly on the PC.


    Suggested Workaround:

    • You could try adjusting the folder visibility settings slightly. For instance:
      • Set "Folder Visible" to "Yes" for the parent folders (Account and Inbox).
      • Set permissions for the sub-folder to "Editor" (as you have done) but ensure that the parent folder (Inbox) does not have "Read" permissions set to "Full Details" for the user.
      • After granting access to the sub-folder, try having the Mac user manually refresh or restart Outlook on the Mac, as changes in shared folder visibility can sometimes require a restart to sync properly.

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