Share folders with Microsoft Entourage 2004
Microsoft Entourage 2004 allows you to change the permissions on folders within your own Exchange mailbox so that others at RIT can see them. When you change permissions, you can share information with others or allow them to post to your shared folder directly.
Using the folder sharing features once you have set up the correct permissions requires Microsoft Entourage or Outlook. (See Open a shared folder with Microsoft Entourage 2004 for more details.)
To share a folder:
- Click once on the folder you wish to share from the folder list. For best results, you should choose to share only the "Calendar," "Contacts" (Address Book), or "Inbox" folder; these are the only folders than another copy of Microsoft Entourage 2004 SP2 will allow another person to see.
Note: You can only share folders from within your Exchange mailbox in the folder list. You cannot share folders that are found under other IMAP or POP mail accounts, or under "Folders on My Computer" heading.
- Select Edit > Folder Properties. The "Folder Properties" window appears.
- Select the "Permissions" tab.
- Click the "Add User" button. The "Select User" dialog appears.
- Type some information to search for a person or group in the RIT Directory.
Note: In some spots, like this one, Entourage will search on certain fields and its style of searching may not produce the results you expect.
For example, if you search for "A Citizen" or "Amy Citizen" - but Amy has set her RIT preferences so that her middle initial, "B," is displayed (via start.rit.edu) - Entourage may fail to find her. (A similar problem can happen in Microsoft Outlook.) You may wish to change your criteria to search for a person by:
- Three initials
- A first name or last name only.
Similarly, for groups, you must search for the full display name of the group.
- Highlight the person or group you found, and then click the "OK" button. The person/group is added to the list of those whose privileges you can change in the "Folder Properties" window. Initially, the person/group added has no additional permissions.
- Select a new permissions level from the "Permissions" pop-up menu. When you choose a new level, the actual privileges granted are updated at the botton of the "Folder Properties" window, so you can view exactly what that person/group can and cannot do.
Note: You should assign the lowest level of privilege that each person/group needs, and remove those permissions when they are no longer needed. It is preferable to assign elevated permissions to a group rather than to individual users. Many groups already exist in the RIT Directory. Unfortunately, Microsoft Entourage does not let you create your own new groups.
- Repeat adding users/groups and changing their permissions, as needed.
- Click "OK" to close the "Folder Properties" window when you are done. Your changes are saved to your Exchange account, so that others using Microsoft Entourage or Outlook can taken advantage of them.
