How to Share Data in Cloud Mail

Share data in Cloud Mail efficiently within your team or with external collaborators. Cloud Mail offers a user-friendly way to share folders and files directly from your webmail interface. This guide will walk you through the steps of sharing data in Cloud Mail, whether you want to grant specific access to invited users or create a public link for wider distribution. We'll also cover permission settings to ensure you maintain control over your shared data.

Depending on the app, you can share data with other people with read or edit permissions by inviting them to a shared item or creating a public link and sharing it.

You will have the following options:

• You can share the folders in My calendars with internal users who have read or edit permissions. You cannot share the My calendars folder.
• You can share folders in My address books with internal users who have read or edit permissions and external users with only read permissions. You cannot share the My address books and All users folders.
• You can share the folders in My lists with internal users who have read or edit permissions and external users with only read permissions. You cannot share the My lists folder.
• You can share the files and folders in My files with internal users and external users with read or edit permissions. If you share a folder, its subfolders will also automatically be shared.

You can share a public link in all apps except the Email app. People with public links can read the shared data but not edit it.

In this article, we will discuss:

• Sharing Rules
• Sharing Data with Invited People Only
• Sharing Data Using a Public Link

Sharing Rules

To share data, you must have administrator permission for the respective folder. You have exclusive administrator rights for your personal calendars, address books, and task lists, and you cannot grant administrator rights for those folders to other users.

For external contacts, the following rules apply:

• You select the permissions for accessing a shared item. Depending on the chosen permissions, external contacts will be signed in to an app with or without entering a password.
• A guest user can only view data and the respective apps that have been shared with them. A guest user has no access to the Email and Portal app.
• Guest users have no access to the All users address book and cannot share items.

Sharing Data With Invited People Only

1. Log in to Cloud Mail.
2. Select the app (for example, calendar, address book, drive, etc.) for sharing data.
3. Choose a folder in the folder view. If the folder view is closed, click the Open folder view icon .
4. Click the Actions icon next to the folder, then select Share/Permissions.
   For example:
   


5. A window will open where you can edit permissions. Select an option under Who can access this folder?
   


6. To exclusively share the data with specific persons, select Invited people only.
   Note: This option is not available in the Email app.
7. Enter a name or an email address under 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 Details next to the assigned user role.
     
   
   
   • To remove a person's permission, click the Actions icon next to the person. Click Remove.
     
   
   
   • The Invitation message (optional) input field will be displayed. If required, enter a message.
8. Click Share.

The people invited will receive a notification to view the data shared.

Sharing Data Using a Public Link

1. Follow steps 1 to 5 above, then select Anyone with the link and invited people under Who can access this folder?
   Note: This option is not available in the Email app.
2. To copy the link to your Clipboard, click on the Copy link under Public link.

Persons with the link can only read the shared data. Other permissions cannot be granted for public links.