You can share data with other persons with read or edit access by inviting those persons to a shared item. These users automatically will receive an E-Mail invitation.
The following options exist:
You can share email folders with internal users with read access. If you share an email folder, its subfolders will not be shared.
You can share calendars, address books and task lists with internal users with read or edit access.
Note: The global address book can not be shared.
You can share address books and task lists with external contacts with read access.
You can share calendars with external contacts with read or edit access.
In the Drive app, you can share folders and files with internal users and external contacts with read or edit access. If you share a Drive folder, its subfolders will be shared automatically as well.
In all apps except for the Email app, you can also create a public link and pass it on to other persons.
Persons with the link can read the shared data but not edit them.
Note the following:
Shared folders are marked with the Share icon .
In the Drive app, shared objects will be displayed below the My shares folder.
If you share an email folder with an internal user, the internal user has to subscribe to this email folder in order to be able to read the emails in this folder, see Subscribing to shared or personal email folders.
When sharing items, persons are granted certain permissions for the shared data, see Which permissions can be used? and Use cases for permissions.
In order to share data, you need to have administrator permissions for the respective folder.
You have the exclusive administrator rights for your personal address book, calendar and task folders. You can not grant administrator rights for these folders to other users.
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.
A guest user has no access to the global address book.
A guest user 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.
Click on Permissions in the Email app.
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.
Note: The following option will not be available in the Email app.
In Who can access this folder?, you can define whom to grant access to the data:
If you exclusively want to share the data with specific persons, select Invited people only.
If you want to share the data not only with specific persons, but with all persons who get a link to the data, click on Anyone with the link and invited people.
Persons with the link can only read the shared data. Other permissions can not be granted for public links.
To invite the wanted persons, enter a name or an email 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.
If you invite persons, the Invitation message (optional) input field will be displayed. If required, enter a message.
If you selected Anyone with the link and invited people, you can pass on the link by clicking on Copy link next to the link.
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.
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