University Systems --> Mail@umd --> All Mail@umd Pages --> Setting Up Shared Mail Folders On The Mail@umd System -->

Setting Up Shared Mail Folders On The Mail@umd System

In order to share e-mail folders with other people on the Mail@umd system, both the folder owner and those with whom they wish to share must be on the same physical mail server. Contact the OIT Help Desk with the Directory IDs of the folder owner and all people with whom they wish to share. The OIT Help Desk can inform you if all the accounts involved are already on the same server or not.

If the folder owner and all those with whom they wish to share are not on the same physical server, the OIT Help Desk will send e-mail to the Mail@umd support staff requesting they all be placed on the same server. There is a short (about 10 minute) period where e-mail will be unavailable for those being moved from one server to another; the Mail@umd staff will inform anyone being moved ahead of time.

Once all involved accounts are located on the same server, the folder owner may commence with setting up the sharing.

To set up folder sharing with an existing folder:

1. Point your web browser to http://mail.umd.edu and log in.
2. In the links on the left, click Options, then click Access Control.
3. Select the folder you want to share from the drop down list.
4. Put the Directory ID of user with whom you would like to share in the box.
5. Select the checkboxes for the access permissions you want to grant:
   • Read – The user can see that the folder exists, open the folder, read messages in the folder, copy messages from the folder, and see which messages were read.
   • Write – The user can copy messages into the folder and modify state information for the folder, such as Flagged, Answered, and Draft flags for each message. This permission allows the user to modify the Deleted state for any message.
   • Mail – The user can submit messages to the SMTP service for delivery to the folder
   • Admin – The user can change the access control list (ACL) on the folder and create subfolders and ACLs.
6. If you wish to add another user, click Apply, then repeat steps 4-6. When you're done adding permissions for other users, click OK.

To create a new folder and set up folder sharing:

1. In the links on the left, click Folders. The Folders page displays.
2. In the Folder text box, enter the name of the shared folder and then click Add. The new folder displays in your list of folders.
3. Find your new folder in the folder list; click the Edit icon (to the right) for your new folder. The Folder Edit page displays.
   Note: On this page, you can create a subfolder by entering a name in the Folder text box and clicking Add Subfolder.
4. In the text box within the User area, enter the Directory ID of the person with whom you want to share the folder.
5. Select the checkboxes for the access permissions you want to grant:
   • Read – The user can see that the folder exists, open the folder, read messages in the folder, copy messages from the folder, and see which messages were read.
   • Write – The user can copy messages into the folder and modify state information for the folder, such as Flagged, Answered, and Draft flags for each message. This permission allows the user to modify the Deleted state for any message.
   • Mail – The user can submit messages to the SMTP service for delivery to the folder
   • Admin – The user can change the access control list (ACL) on the folder and create subfolders and ACLs.
   Full details on using the Folder Edit page and information about access control lists are provided in Using the Folder Edit page.
6. (Optional) Add another user by clicking Apply. The person is added to your user list and the Folder Edit page remains open. Repeat steps 4 - 6 as necessary.
7. Click OK. The Folders page displays.
8. Notify the other users of the shared folder and tell them the following:
   • Folder name
   • The access permissions you have granted to them
   • They must subscribe to the folder in order to use it

1. In the links on the left, click Folders. The Folders page displays.
2. Click Shared to see what folders have been shared with your ID. If there are any folders being shared with you, the Shared Folders page displays.
3. Click the plus (“+”) next to user, then click the plus (“+”) next to the userid of the individual sharing the folder with you. A list of shared folders will appear.
4. Click the check box next to any shared folder(s) you wish to access, then click Subscribe.

Once you've subscribed to the folder(s), you can access them from the Folders page by clicking Subscribed, then click on the folder name you wish to read.