When you share records with other users, teams, or business units, you grant them specific levels of access to the record. The following permissions can be granted on most records:
Read
Write
Append
Append To
Share
Assign
Delete
When you grant access to a record, the user, team, or business unit that has been granted access will have the specified level of access to that record. The user, team, or business unit may also be granted access to associated records.
Outlook 2010/Internet Explorer:
Go to a list of records. For example, you could click Sales and then Contacts on the Navigation Pane to get to the list of contacts.
Highlight a record.
On the Contacts tab, in the Collaborate group of the ribbon, click the Sharing button.
On the left, click the Add User/Team option.
In the Look for drop-down, select to look for either a user or team. In the Search field, type the name of the user or team you’d like to find.
Click the Search button to show available records.
Double-click the user or team from the list of available records.
Click OK.
Set the permissions for the user you added to the access list. Options are: Read, Write, Delete, Append, Assign, Share, and more—depending on the type of record you are sharing.
Click OK.
Outlook 2003/2007:
Go to a list of records. For example, you could click Sales and then Contacts on the Navigation Pane to get to the list of contacts.
Highlight a record.
On the Contacts menu, click the Sharing button.
On the left, click the Add User/Team option.
In the Look for drop-down, select to look for either a user or team. In the Search field, type the name of the user or team you’d like to find.
Click the Search button to show available records.
Double-click the user or team from the list of available records.
Click OK.
Set the permissions for the user you added to the access list. Options are: Read, Write, Delete, Append, Assign, Share, and more—depending on the type of record you are sharing.
Click OK.
If you are on a record, you can check your level of access for that record. This procedure works on most records—like contacts, opportunities, accounts, cases, etc.
Outlook 2003/2007/2010/Internet Explorer:
Go to a list of records. For example, you could click Sales and then Contacts on the Navigation Pane to get to the list of contacts.
Double-click a record to open it for editing.
Click the File tab.
Choose the Properties option.
Your permission level will appear for the record.
Assigning records is different than sharing records in that, after assigning a record, the record ownership changes to the reassigned user. Once you no longer own the record, you may have limited rights to the record, even though you were the original owner.
To reassign a record to another user or team, you must either be the owner of the record or you must have the Assign permission for the record.
Outlook 2003/2007/2010/Internet Explorer:
Go to a list of records. For example, you could click Sales and then Contacts on the Navigation Pane to get to the list of contacts.
Double-click the record you’d like to assign.
In the Collaborate group of the ribbon, click the Assign button.
Click the Lookup button to find a user.
Select the user for reassignment and click OK.
Click OK.
If you want to share or assign multiple records, you can do so from most lists of records. Sharing multiple records will grant the user(s) access to all records, and assigning multiple records will change the owner field for all selected records.
Outlook 2010/Internet Explorer:
Go to a list of records. For example, you could click Sales and then Contacts on the Navigation Pane to get to the list of contacts.
Highlight the records you’d like to share or assign.
In the Collaborate group of the ribbon, click the Share button.
To re-assign multiple records, click the Assign button.
Outlook 2003/2007:
Go to a list of records. For example, you could click Sales and then Contacts on the Navigation Pane to get to the list of contacts.
Highlight the records you’d like to share or assign.
In the Record menu, click the Share button.
To re-assign multiple records, click the Assign button.
