Data Organisation & Shares

Depending on the app, you can share the following data:

• 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.

Instructions:

• Sharing data