Depending on the app, you can share data with other people with read or edit permissions by inviting them to a shared item or creating a public link and passing it on.
The following options are available:
Email folders
The Inbox folder as well as all folders and subfolders in My folders can be shared with internal users with read permissions.
The internal users have to subscribe to the shared email folder in order to read the folder’s email messages, see Subscribing to shared or personal E-Mail folders.
The My folders folder cannot be shared.
If you share a folder, its subfolders will not be shared automatically.
Calendar
The folders in My calendars can be shared with internal users with read or edit permissions.
The My calendars folder cannot be shared.
Address book
The folders in My address books can be shared with internal users with read or edit permissions, with external partners only with read permissions.
The folders My address books and All users cannot be shared.
Tasks
The folders in My address books can be shared with internal users with read or edit permissions, with external partners only with read permissions.
The My lists folder cannot be shared.
Drive
The files and folders in My files can be shared with internal users and external contacts with read or edit permissions.
If you share a folder, its subfolders will automatically be shared as well.
In all apps except for the E-Mail app, you can create a public link and pass it on to other people. People with the public link can read the shared data but not edit them.
Notes:
In order to share data, you need to have administrator permissions for the respective folder. You have the exclusive administrator rights for your personal calendars, address books and task lists. You cannot grant administrator rights for those folders to other users.
Shared folders are marked with the Share icon .
In the Drive app, shared objects will be displayed below the My shares folder.
When sharing items, people are granted certain permissions for the shared data, see Which permissions can be used? and Use cases for permissions.
For external partners, the following rules apply:
You select the people and their permissions for accessing a shared item. Depending on the permissions, external contacts will be signed in to the groupware with or without entering a password.
A guest user can only view data and the respective apps that have been shared with the guest user. A guest user has no access to the E-Mail and Portal app.
Guest users have no access to the All users address book. They cannot share items.
How to share data with other people:
Select the app that should be used for sharing data. Select a folder in the folder view.
In the Drive app, you can also select a folder or file in the display area.
Note: Depending on the app, some folders cannot be shared.
Click the Actions icon next to the folder name. Click on Share / Permissions.
In the Drive app, you can also click on Share in the tool bar or use the context menu in the display area.
The window for granting permissions opens.
To exclusively share the data with specific people, select Only invited people below Who can access this folder?
Note: This option is not available in the E-Mail app.
Enter a name or an E-Mail address in Invite people.
To set a person's permission, select a user role in Invite as.
To adjust the user role of a person added, click on the assigned user role next to the person or on Details.
To remove a person's permission, click the Actions icon next to the person. Click on Remove.
The Invitation message (optional) input field will be displayed. If required, enter a message.
To share the data with everyone who gets a link, select Anyone with the link and invited people below Who can access this folder?
Note: This option is not available in the E-Mail app.
To pass on the link by using the clipboard, click on Copy link next to Public links.
People with the link can only read the shared data. Other permissions cannot be granted for public links.
You can invite additional people to the shared item.
Options:
In order to adjust the settings, click the Sharing options icon in the title bar. The following settings are available:
Link options:
The link options will only be available if you select the entry Anyone with the link and invited people below Who can access this folder?. The link options will not be available in the E-Mail app.
To set a time limit for the access to the shared data, select a time frame in Expiration.
To protect access with a password, enter a password in Password (optional). Make sure the recipient of the public link receives the password.
Invitation options
To automatically send a message to people invited by you to a shared item, enable Send notification by e-mail.
Subordinated actions:
Automatically Adding Contacts or Resources from an Address Book
Automatically Adding Contacts or Resources from the Address Directory
Related topics:
Viewing or editing shares in the Drive app
Parent topic: Sharing Data