Shared data management in Family accounts

Sharing in mailbox

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

Shared folders in the Family account

The functions described in this article are available in all plans except the Light plan. If a Family account has at least two members, you can collaborate on and view calendars, contacts in the address book, tasks and files within this group.

You can also edit documents at the same time – even with people who aren’t members of the Family account.

Creating a folder in the Family account

To share a folder within the Family account, a member of the Family account must first create a new folder.

To create a folder in the Family account if there is no shared folder yet:

1. Open the Drive section in mailbox Office.
2. Next to My files, click the ... icon and then click Add new folder.

   
   Add new folder

3. Enter a suitable name for the folder.
4. Click Add.

If you have already shared a folder in the Family account, you can also select the Add new folder option from the context menu of that folder. The new subfolder will then automatically inherit the permission settings of the parent folder.

Create a subfolder within an existing shared folder

Sharing a folder

To share a folder with other members of the Family account:

1. Open the folder’s context menu by clicking the ... icon and select the Share / Permissions option. Alternatively, you can open the folder and use the Share button there.

2. Decide which people should have access to the folder and what permissions they should be granted:

   
   Invite people to the folder and grant permissions

   The following roles and permissions are available:

   • Administrator: Read, write and delete permissions, file sharing (including for guests)
   • Author: Read, write and delete permissions
   • Reviewer: Read and write permissions
   • Viewer: Read-only permissions

3. Under Details, you can further restrict or extend the default permissions.

4. Optionally, compose an invitation message.

5. Click Save.

In the owner view, the shared folder appears under My shares.

Using shared folders

For members of the Family account, the shared folder appears in mailbox Office under Drive > Shared files.

Depending on their permissions, they can edit files in the folder, delete them, add new files or share them with other users.

Any file created in a shared folder is visible to everyone else who has access to that folder. Only the owner or administrator can control who can view and edit the files (or folders). You should therefore exercise caution with shared folders and only store data there if you trust the other people involved.

Adding guests

The owner or administrator can also share a folder with other users who are not members of the Family account. They will appear as Guest in the folder permissions dialogue.

Invited guests can only open the shared folder via the personal invitation link they received by email. The folder is not automatically included in their own folder overview.

Warning

Guests who access a shared folder via a public link have read-only access.