Data Organization, Shared Objects, Security
Sharing
10.2.2. Inviting to a shared item
In order to share data with specific persons with read or edit access, you can invite internal users or external partners to a shared item. The users will receive an E-Mail invitation. If an external partner accesses the share, the partner will automatically be logged in as guest user.
The following options exist:
You can share E-Mails with internal users with read access.
You can share address books, calendars and tasks with internal users with read or edit access, with external partners only with read access.
You can share folders and files with internal users and external partners with read or edit access.
When sharing items, internal users or external partners are granted certain permissions for the shared data.
Note the following:
You can not share your personal Inbox folder. In order to grant other users access to your E-Mail messages, share an E-Mail folder that is located below your Inbox folder. Other users have to subscribe to this E-Mail folder then.
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.
The following information about folders can also be applied to address books and calendars.
How to invite internal users or external partners to a share:
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Select the app that should be used for sharing data.
Select a folder in the folder view.
Note: Select a folder for which you have the permission to share. Depending on the app, some folders can not be shared.
In the Drive, you can also select a folder or file in the display area.
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Click the icon next to the folder name. Click on .
In the Drive app, you can also use one of the following methods:
Click the icon in the toolbar. Click on .
Select from the context menu.
The window for adjusting the permissions opens.
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Enter a name or an E-Mail address in Add people. Tips:
While entering the recipients, matching suggestions are displayed. To accept a suggestion, click on it.
To select contacts from a list, click the iconon the right side of the input field.
If required, enter a message.
To edit the permissions, you have the following options:
To adjust a user role, click on the entry in . Select an entry from the menu.
To adjust the permission details, click on the entry in . Select a permission from the menu.
In order to remove a permission, click the iconnext to the name. Click on .
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If no E-Mail notifications about the shared item are to be sent, disable .
Note: The checkbox can not be enabled when inviting external partners to a shared item.
If you share a folder in the Drive app, you can transfer the folder's permissions to all existing or newly created subfolders of this folder. To do so, enable .
Click on .
Also see:
Parent topic: Sharing