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Sharing Individual Folders

Often it is sufficient to make only individual folders of the e-mail account available to other persons.

For example, calendars should be maintained together or address books should be used together.

Here is the necessary procedure:

The setup takes place in three steps and is carried out via webmail. This way, this information is stored on the mail server so that the integrated folders are immediately visible and usable when setting up an e-mail account on mobile devices or under Outlook-MAPI. 

Step 1: Allocation of Rights

The rights for the shared folder are assigned by the owner of the Uni-ID. 

Procedure

Pronto (Standard Interface)

  • The owner of the folder logs in via webmail. 
  • In the left bar, the corresponding area (e-mail, contacts, calendar, or tasks) is selected, here e.g. Calendar

KalenderPronto.JPG 

  • The window with the available calendars opens.
  • Select the desired calendar and open the dialog window for assigning rights via the gearwheel above:

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  • Under Access Control, the Uni-ID of the authorized person is entered or the complete e-mail address (no alias), the desired rights are selected and stored across domains. 
  • The program automatically sends an e-mail to the registered Uni-ID after the process has been completed, so that the user can carry out Step 2

This procedure works for all shared folder types, i.e. e-mail, calendar, contacts or tasks. 

Step 2: Subscribe to Folder

The shared folder must be subscribed to by the privileged user. This is also the same for all folder types, here again using the example of a shared calendar. 

Procedure

  • An e-mail tells the authorised person that he has gained access to a specific folder of another person. However, the login button can only be executed via webmail. 
  • Therefore, call up Webmail.
  • There the authorised person opens the e-mail in the INBOX and clicks on the Subscribe button (see e-mail text).

zugriffskontrolle_pronto.JPG

  • A window opens in which the folder to be subscribed to is shown again with the path. 

abonnieren_pronto.JPG

  • As soon as the Save button is clicked, a folder with the name of the Uni-ID is created in the corresponding category (here: Calendar) and the calendar is inserted below it. To display the appointments: Open the folder and select the calendar. 

aliasname_pronto_2.JPG

If there is no e-mail to subscribe to, you can also subscribe manually. See: Manual Subscription. 

Important:

Step 1-2 is sufficient to use the calendar within Webmail. For the use with the protocols CalDAV and CardDAV only Step 1 is necessary. 

For Outlook MAPI and the integration on mobile devices with an Exchange account an alias is needed to integrate the folder there permanently. 

 Step 3:  Set an Alias 

Procedure

  • After Step 2 has been completed, the subscribed calendar (not the Uni-ID folder) is selected and the properties of the folder are opened via the cogwheel located above it. 

Pronto_alias_setzen.JPG

  • Next to Alias there is a slider that can be set to ON by clicking OFF. 

Aliasname.JPG

  • Now the desired alias name (e.g. department xyz) can be entered in the window, but this calendar now exists twice: under alias name and under the Uni-ID folder. 

aliasname_pronto_2.JPG

  • To prevent the data from the calendar from being displayed twice, the check mark for the calendar within the Uni-ID folder is removed and collapsed. 

Terminating a Folder Subscription

  • As with manual subscription, the +-sign in the desired area calls the Subscribe to Folder command. 
  • The e-mail address of the owner is then entered and confirmed with the Enter key.
  • The subscribed folders are displayed and can be deleted by ticking Remove. 

abonnieren_manuell_2.PNG

After the desired folders have been shared and subscribed to, they can be used via different clients or via webmail. 

Using the created Folders


 

 

 

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