You can share a mail folder with every user, or you can make it accessible only to some users (either by specifying their username, or by setting a password for the calendar).
Tip: you can also make the mail folder read-only so that users can read messages but cannot post messages
To share a mail folder:
open the mail folder
click on Folder / Properties & sharing
click on New share
select a name for the share; this can be the same name as the mail folder, or something that can be more meaningful to the other users; other users will know the mail folder by its share name
click the Next button
check what users / communities/ user groups you want to grant the read , write, delete and create subfolders permissions to. You can also use the Quick add button to grant multiple permissions faster.
note that no matter what other permissions they have, users that do not have read permission will never be able to perform any other operation
if you enable access with a Password , every user that knows the password that you choose will be able to create a link to your mail folder
When finished, click on Ok to create the share
Note that subfolders of the shared folder will be shared as well, with the same permissions
Tip: only the administrator of your domain can create user groups. Contact the administrator if you believe a new user group would be useful
For every mail folder that you share, you can choose between 2 different 'read models':
the 'common' read model, where the read flag of messages is shared by every user. When a user reads the message or marks it as read, it will appear as read to every other user
the 'separated' read model, where each user has a separated read flag. If user 'joe' reads the message, he will see it as 'read' in the list, but user 'sally' will see it unread - unless she reads it herself
To set the read model for the mail folder, simply select the corresponding option in the folder's properties and sharing page.
Every folder has its own read model. Subfolders do not automatically inherit the read model of the parent folders - you need to change it manually if you wish to do so.
Unless you are the DeskNow Administrator or a community manager, the share that you create will not automatically appear as a new mail folder in other users' account. This is because maybe they do not want to access your share.
If other users want to access your share, and they are authorized to, they need to create a link to that share. See accessing shared mail folders.
For the Administrator: when you share a mail folder to all the users of your domain, all users will automatically see the mail folder, without having to create the link. This is the preferred way to create a company-wide folder. If you share a mail folder to selected users/communities/groups, the selected users will automatically see the mail folder. In any case, users will need to re-login or click Reload on their menu to see the new object.
If you are the manager of a community and explicitly share a mail folder to users of your community (or your entire community), the selected users will automatically see the mail folder.
From the Properties & sharing page of the shared mail folder, click on the name of the share that you want to edit.
From the Properties & sharing page of the shared mail folder, click on the Delete link next to the share that you want to remove.
When you share a mail folder with other users, you remain the owner of the mail folder. This means that any message stored in this folder will contribute to your disk usage , even if the message was moved there by another user.
Users that have access to someone else's mail folders will not be able to download mail from these folders using POP3. The most common setting for POP3 client is to remove messages from the server, and this would be too dangerous in most cases. Users that want to access shared folders using their mail client should use the IMAP protocol instead (it is recommended in any case).