Share task folders with others

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more information about Microsoft Exchange accounts and how to determine which version of Exchange your account connects to, see the links in the See Also section.

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What is task sharing?

When used with a Microsoft Exchange account, tasks can be shared between people. Task sharing is not limited to just the default Tasks folder that is created in all Outlook profiles. You can create additional task folders and choose which of those folders to share. For example, you can create a task folder for a specific project. You can then share access to the task folder with your co-workers so that they can review the task list.

For a better experience with task sharing, including delegating ownership of tasks, we recommend that you use the task functionality of Windows SharePoint Services 3.0. SharePoint tasks can be viewed from within Microsoft Office Outlook 2007.

 Tip   Any message, contact, or task in Outlook can by marked private so that others will not see the item when sharing folders.

Task sharing works through sharing invitation and sharing request e-mail messages. Sharing invitations offer the recipient access to your task folder. When sending a sharing invitation for your default Tasks folder, you can also ask that the recipient share their default Tasks folder.

 Note   If you want to request access to a task folder that the recipient created — not their default Tasks folder — you must send an e-mail message asking for permission to use that particular folder. The recipient can then send you a sharing invitation for the non-default task folder.

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Share your default Tasks folder with specific people

The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Tasks, in the Navigation Pane, click Share My Tasks folder.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Navigation Pane, and then click Share My Tasks folder.

  1. In the To box, enter the name of the recipient for the sharing invitation message.
  2. Optionally, you can change the Subject.
  3. Optionally, you can request permissions to view the recipient's default Tasks folder. To do so, select the Request permission to view the recipient's Tasks folder check box.

 Note   If you want to request access to a tasks folder other than the default Tasks folder, you must send an e-mail message asking for permission to access that particular folder.

  1. In the message body, type any information that you want to include.
  2. Click Send.
  3. Review the confirmation dialog box, and then, if correct, click OK.

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Share your default Tasks folder with everyone

The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Tasks, in the Navigation Pane, right-click the default Tasks folder.

This is usually under My Tasks, displayed as Tasks.

  1. If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Navigation Pane, and then right-click the default Tasks folder.

This is usually under My Tasks, displayed as Tasks.

  1. Click Change Sharing Permissions.
  2. On the Permissions tab, in the Name box, click Default.
  3. Under Permissions, in the Permission Level list, choose a permission level.

ShowExplanation of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the check boxes and options under Permissions.

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Share a custom task folder with specific people

The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional task folders that can be renamed or deleted. This section includes instructions for custom task folders that you create.

  1. In Tasks, in the Navigation Pane, right-click on the task folder that you want to share.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Navigation Pane, and then right-click the task folder that you want to share.

  1. Click Share folder name.
  2. In the To box, enter the name of the recipient of the sharing invitation message.
  3. Optionally, you can change the Subject.
  4. Optionally, you can grant permissions to the recipient to change your task items by selecting the Recipient can add, edit, and delete items in this tasks folder check box.
  5. In the message body, type any information that you want to include.
  6. Click Send.
  7. Review the confirmation dialog box, and then, if correct, click OK.

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Share a custom task folder with everyone

The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional task folders that can be renamed or deleted. This section includes instructions for custom task folders that you create.

  1. In Tasks, in the Navigation Pane, right-click the task folder that you want to share.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Navigation Pane, and then right-click the task folder that you want to share.

  1. Click Change Sharing Permissions.
  2. On the Permissions tab, in the Name box, click Default.
  3. Under Permissions, in the Permission Level list, choose a permission level.

ShowExplanation of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the check boxes and options under Permissions.

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Revoke or change other people's access to your task folders

You can change or revoke someone's access permissions to your task folders at any time.

  1. In Tasks, in the Navigation Pane, right-click the tasks folder for which you want to change permissions.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Navigation Pane, and then right-click the task folder for which you want to change permissions.

  1. Click Change Sharing Permissions.
  2. Do one of the following:
    • Change permissions for everyone    
      1. On the Permissions tab, in the Name box, click Default.
      2. Under Permissions, in the Permission Level list, choose a permission level.

ShowExplanation of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the check boxes and options under Permissions.

  • Change permission for one person    
  1. On the Permissions tab, in the Name box, click the name of the person whose access you want to change.
  2. Under Permissions, in the Permission Level list, choose a permission level.

ShowExplanation of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the check boxes and options of your choice under Permissions.

  1. Repeat step 2 for each person listed whose access you want to modify.

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Applies to:
Outlook 2007