Copyright © 1999–2018 FastMail Pty Ltd
- About sharing
- How to share a folder
- Adding access
- Removing permissions
- Stop sharing a folder
- Advanced permissions control
- Conversation threading
- Troubleshooting: shared mail and clients
Share mail folders between all or some users in your account.
For people in a business, this might provide easy coordination of job applicants, or sales enquiries. For family members, this might allow for easier sharing of communication over upcoming events.
The folder owner has fine-grained control over who can see shared mail, so your private data remains private.
All messages within a shared folder count towards the owner's mail quota.
How to share a folder
Anyone can share a folder and set who they'd like to share with.
- Go to Settings → Folders → Share Folders. .
Select your folder in the Add shared folder dropdown, and click Add share. Using the include subfolders option will also add sharing to all folders within the chosen folder as well.
At this stage, while the folder is available for sharing, nobody but the owner has access to the folder and mail within it. Next step is to alter the access rights.
Each user must be explicitly provided access to see the shared folder and the mail within it.
- Select the users you wish to have access. The list will show all users within the account.
- Select the folders you want them to be able to access.
- Select the set of permissions you'd like them to have over the folder and its mail. (See the advanced permissions section for full detail.) Common usage options:
- Allow a user to see the folder and read the emails inside: set Mailbox visible and Read messages.
- Allow a user to see the emails and add new emails to be shared: as above plus Insert messages.
- Allow a user to see emails, add new emails and remove emails. as above plus Mark messages deleted and Expunge mailbox.
- Set another user as an additional folder administrator: Set all permissions.
- Set the shared read state for the selected folder(s). By default, each user has their own read/unread state for messages.
- No change - Don't change the shared read state for the selected folder.
- Each user has own read/unread state - Set the read state to be per user.
- Shared read/unread state for all users - Set the read state to be shared. (mail is marked read for everyone once one person has seen it).
Click the Add Access button.
- Once saved, the list of the users and their individual permissions (abbreviated) are displayed in the summary table.
Users with access will see the shared mailbox in their folder list as
user / <folder owner> / <foldername>.
If you'd like to remove some permissions for a user, select the user, the folder, the permissions to remove, and use the Remove Access button.
If you'd like to disable a user's access to a folder altogether, use the del link in the summary table next to their name.
Stop sharing a folder
If you'd like to stop sharing of a folder altogether, use the del link in the summary table for the folder.
Users lose access to the mail within the folder itself: the folder reverts to being private to the original owner.
Advanced permissions control
Each permission flag controls distinct behaviour which can be enabled or disabled per user.
- Mailbox visible - the user sees the shared folder in their folder list. They won't be able to see any mail within the folder unless they also have the Read messages permission.
- Read messages - lets the user read the messages within the shared folder.
- Keep seen state - if this is not set, the system won't remember which mail this user has seen. If the folder's Shared read state is 'per user', then the mail will always appear as new. If the folder's Shared read state is 'shared', then nobody else is notified when this user reads mail. Mail in this user's view will still appear as read when someone else reads it.
- Write flags - user can pin messages.
- Insert messages (copy/append) - user can create new messages in this folder (including via move or filters)
- Create sub-mailboxes - user can create a new folder under this one. The new folder has the same set of permissions as the parent: same set of users have access with the same set of permissions.
- Delete mailbox - user has the power to delete the folder which will also remove all mail within it.
- Mark messages deleted - user has the power to mark individual messages for deletion from the folder.
- Expunge mailbox - user has the power to delete all messages flagged for deletion.
- Admin mailbox ACLs - user has full administrative rights over the folder.
Due to security restrictions, only the original owner of a shared folder retains a threaded conversation view of mail within a shared folder. Everyone else sees unthreaded mail within the folder.
This is because individual messages within a conversation may exist outside of the shared folder and these must not be shared via threading.