Depending on the app, you can share data with other persons with read or edit permissions by inviting them to a shared item or creating a public link and passing it on.
The following options exist:
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 emails, see Subscribing to shared or personal email folders.
The My folders folder can not 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 can not 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 can not 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 can not 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 Email app, you can create a public link and pass it on to other persons. Persons 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 can not 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, persons 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 persons 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 Email and Portal app.
Guest users have no access to the All users address book. They can not share items.
How to share data with other persons:
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 can not 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 toolbar or use the context menu in the display area.
The window for granting permissions opens.
To exclusively share the data with specific persons, select Only invited persons below Who can access this folder?
Note: This option is not available in the Email 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 all persons who get a link, select Anyone with the link and invited people below Who can access this folder?
Note: This option is not available in the Email app.
To pass on the link by using the clipboard, click on Copy link next to Public links.
Persons with the link can only read the shared data. Other permissions can not be granted for public links.
You can invite additional persons 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:
To set a time limit for the access to the shared data, select a time frame in Expiration.
To protect the access with a password, enter a password in Password (optional). Make sure the recipient of the public link receives the password.
Note: The link options will not be available in the Email app.
Invitation options
To automatically send a message to persons who are invited by you to a shared item, enable Send notification by email.
Subordinated actions:
Related topics:
Viewing or editing shares in the Drive app
Parent topic: Sharing Data