Data Organization and Shares
Sharing Data
11.2.1. Sharing data
The following options exist:
You can share E-Mails with internal users with read access.
You can share address books and tasks with internal users with read or edit access, with external partners only with read access.
You can share calendars with internal users and external partners with read or edit access.
In the Drive app, you can share folders and files with internal users and external partners with read or edit access. If you share a folder, you can define whether subfolders should be shared as well.
In all apps except for the E-Mail app, you can also create a public link and pass it on to other persons.
When sharing items, internal users or external partners are granted certain permissions for the shared data.
Note the following:
In order to share data, you need to have administrator permissions for the respective folder.
You can not share your personal folder. In order to grant other users access to your E-Mail messages, share an E-Mail folder that is located below your folder. Other users have to subscribe to this E-Mail folder in order to read its E-Mails.
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.
Shared folders are marked with the icon in all apps except for the Drive app. In the Drive app, shared objects are displayed below the folder.
How to share data with internal users or external partners:
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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.
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Click the iconnext to the folder name. Click on . Click on in the E-Mail app.
In the Drive app, you can also click on in the toolbar or use the context menu in the display area.
The window for granting permissions opens.
In , you can define whom to grant access to the data:
If you exclusively want to share the data with specific persons, select .
If you want to share the data not only with specific persons, but with all persons who get a link to the data, select .
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To invite the wanted persons, enter a name or an E-Mail address in .
To set a person's permission, select a user role in .
To adjust the user role of a person added, click on the assigned user role next to the person or on .
To remove a person's permission, click the iconnext to the person. Click on .
If you invite persons, the input field will be displayed. If required, enter a message.
If you selected , you can pass on the link by clicking on next to the link.
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In order to adjust the settings, click the iconin 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 .
To protect the access with a password, enter a password in . If you send the public link per E-Mail, the E-Mail contains the password.
If a link should also include all subfolders, enable .
Invitation options
To automatically send a message to persons who are invited by you to a shared item, enable .
To also apply all changes to a share to subfolders, enable .
Subordinated actions:
Related topics:
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Viewing or editing shares in the Drive app