Configure the permissions that are listed in the following sections to match the level of access that you want for categories in shared folders in another user’s mailbox.
Apply or remove categories from items in a shared folder
- Start Outlook.
- Right-click the shared folder, and then click Properties.
- Click the Permissions tab.
- Add or click to select the user who has to work with categories in the shared folder.
- Under Permissions, click Editor or a higher permission level in the Permissions Level box, and then click OK.
Note If you do not have Owner permissions to the Calendar folder of the user who is sharing folders, you cannot add, or delete categories in the Color Categories dialog box. You will only be able to apply categories to or remove categories from items in the shared folder based on the existing list of categories in the Color Categories dialog box if you have at least Reviewer permissions to the Calendar folder.
Create or delete categories in a shared folder
If you want to add new categories or delegate existing categories in a shared folder, you have to have Owner permissions to the Calendar folder of the mailbox owner who is sharing their folders. To change the permissions on the Calendar folder, follow these steps on the Outlook client of the user who owns the mailbox with the shared folder(s):
- Start Outlook.
- Click Calendar in the navigation menu.
- Right-click the Calendar folder, and then, click Properties.
- Click the Permissions tab.
- Add or click to select the user who has to manage categories in the shared folder.
- Under Permissions, click to select Owner in the Permissions Level box, and then click OK.
Rename categories in a shared folder
Even if you have Owner permissions to the Calendar folder of the user who is sharing folders, the Rename button is always disabled in the
Color Categories dialog box for someone other than the mailbox owner. When you rename a category in the
Color Categories dialog box Outlook has to examine every categorized item in every folder to rename the category, if appropriate. Because of this, only the mailbox owner can rename a category displayed in the
Color Categories dialog box. Please ask the owner of the shared folder to rename the category if you must have a category renamed.