How can I share a task folder with another member of my team

Question

I'm having problems sharing a task folder with a team member. When I right-click, I do not have the option to Share.

Answer 1

Hi @De Santis,Tina, 

Thank you for reaching out and sharing the details. I understand how confusing this can be, especially since the sharing option does not always appear on the right click menu in classic Outlook. 

What may have happened is that the item selected under My Tasks is not the actual Tasks folder. In classic Outlook, the supported sharing flow applies to the Tasks folder itself, and sharing is started from the ribbon and also from right click. 

Please try this workaround in classic Outlook:

1. Switch to the Tasks module. 
2. In the left pane under My Tasks, select Tasks (make sure you are not selecting a list view like “To Do List”). 
3. On the ribbon, select the Folder tab, then choose Share Tasks.  

 

4. Add the person you want to share with in the To box, ensure Allow recipient to view your tasks folder is selected, then select Send. 

 

If you still do not see the Share option on the Folder tab, please confirm by sending a screenshot of the exact folder you are selecting under My Tasks (the left folder list), along with the top ribbon showing the Folder tab. That will help confirm whether Outlook is detecting it as a shareable Tasks folder and what options are available on your side. 

I hope this information is helpful. Please follow the steps above and let me know if it works for you. If not, we can continue working together to resolve the issue.  

Thank you for your patience and understanding. If you have any questions or need additional assistance, please don’t hesitate to reach out so I can continue to support you. If you found the response useful, please consider marking it as accepted, as this may help other community members who are looking for similar guidance.  

I look forward to continuing the conversation.

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Answer 2

In Outlook for Windows (classic), task sharing is only available when using a Microsoft Exchange Server or Microsoft 365 account. If the account is POP/IMAP or Outlook.com, the Share option will not appear.

To share a task folder with a team member when using an Exchange/Microsoft 365 account:

1. Confirm the correct Outlook client and account
   • Ensure Outlook is connected to an Exchange or Microsoft 365 work account (for business) and not just a POP/IMAP account.
2. Share the default Tasks folder with a specific person
   1. In the Navigation Pane on the left, select Tasks.
      • Under My Tasks, select the default Tasks folder (not a search folder or To-Do List view).
   2. On the ribbon, select the Folder tab, then select Share Tasks.
   3. In the To box, enter the team member’s name.
      • Ensure Allow recipient to view your tasks folder is selected.
   4. Optionally change the Subject and/or select Request permission to view the recipient's Tasks folder.
   5. Add any text in the message body and select Send.
   6. In the confirmation dialog, select OK.
3. Share a custom task folder with a specific person
   1. In the Navigation Pane, click Tasks.
   2. Right-click the custom task folder that needs to be shared.
   3. Point to Share > Share tasks.
   4. In the To box, enter the team member’s name.
   5. (Optional) Select Recipient can add, edit, and delete items in this tasks folder if edit rights are needed.
   6. Add any message text and select Send.
   7. Confirm by selecting OK in the dialog.
4. Share a custom task folder with everyone (organization-wide)
   1. In the Navigation Pane, click Tasks.
   2. Right-click the custom task folder and select Share > Folder permissions.
   3. On the Permissions tab, in Name, select Default.
   4. Under Permissions, choose a Permission Level (for example, Reviewer for read-only, Editor for full edit rights).
   5. If needed, customize permissions by selecting specific check boxes under Permissions.

If none of these Share or Folder permissions options appear when right-clicking the folder or using the Folder tab, the most likely causes are:

• The Outlook profile is not using an Exchange/Microsoft 365 account (no task sharing support).
• The view selected is not the actual Tasks folder (for example, To-Do List instead of Tasks under My Tasks).

Switching to the correct Tasks folder under an Exchange/Microsoft 365 account should surface the Share options.

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References:

• Share task folders with others