Shared Data Management

Shared folders in the family account

The functions described in this article are available in all plans except the Light plan. If you have created at least two family accounts, you can collaboratively edit and view calendars, contacts in the address book, tasks, and files within this group. A member of the family account creates a new task folder that is to be shared with members of the family account. You can also edit documents jointly and simultaneously (including with editors who are not members of the family account).

Shares in mailbox

Every share, that is everything that can be shared, is organized as a folder in mailbox. Sharing address books, calendars, tasks, and file folders therefore always follows the same pattern.

Creating a new folder in the family account

To do this, open mailbox Office, go to the Drive tab (the cloud icon (1)), click on New | Folder (2), and enter a suitable name (3).

Figure 1: Screenshot to follow shortly.

If you have already shared folders in the family account, you can also select the entry Create new folder (5) from the context menu of the Family folders entry (4). However, this menu only becomes available once folders have already been created. To make the newly created folder available to other members of the group, select the menu item Share / Permissions from the context menu (5). You can also open the folder and use the Share link (6) there.

Figure 2: Screenshot to follow shortly

Assigning permissions

In the following dialog (Figure 3), you can add members of your group as Administrator (can also share the file themselves), Author (with read, write, and delete permissions), Editor (with read and write permissions), or Viewer (read-only access).

Figure 3: Screenshot to follow shortly

With the Details drop-down menu, access rights can be defined in even more detail. The following applies:

• Simply enter the mail address of the person you want to add in the field Name or mail address.
• Only users with the Administrator role for a file can grant access to users who are not members of the family account.
• Users who are not members of the family account only receive read-only access.

Using shared folders

All users who have been granted access to the shared folder will subsequently find it in mailbox Office, under the Drive tab in Shared files (Figure 4). Depending on their permissions, they can edit files in the folder, delete them, add new files, or share them with other users.

Figure 4: Screenshot to follow shortly

Every file created in a shared folder is visible to all other persons who have access to that folder. Only the administrator can control who can read and modify the files (or folders). Be careful with shared folders and only store data there if you are certain.