Corporate communication management frequently faces operational bottlenecks caused by excessive email exchanges, unnecessary CCs, and unsafe password sharing used to grant temporary access to inboxes. To eliminate these inefficiencies and ensure stronger governance over corporate information, SERVICEINFO email now features native email folder sharing directly within Webmail. This functionality allows users to grant colleagues within the same organization access to specific folders, maintaining full permission control without duplicating messages or exposing account credentials.
Email folder sharing transforms daily workflows across support, project, and departmental teams, ensuring that message flows remain transparent, organized, and accessible to those who need them.
What changes in the daily business routine
With folder sharing enabled in SERVICEINFO Webmail, team collaboration becomes centralized and direct. The operational impact spans multiple everyday business scenarios:
- Centralized project and department folders: Folders dedicated to specific projects, departments, or clients become visible to authorized colleagues along with all subfolders, using a single master copy of messages. This significantly reduces server storage consumption and eliminates redundant email chains.
- Business continuity during leaves and vacations: Temporary coverages, leaves, and vacations no longer require risky password sharing or generic email forwards. Designated substitutes receive direct access to the required folder for as long as necessary.
- Granular and flexible access control: The mailbox owner selects individual permission levels (read-only or read and write) and can modify or revoke access at any time in just a few clicks.
How to view and access shared folders
Recipients of shared access can view the shared folder directly within Webmail, Microsoft Outlook, or any standard IMAP email client. Shared folders are neatly grouped under the dedicated Shared section, organized under the name of the user who granted access. This keeps the recipient’s primary inbox organized while clearly separating personal mail from team folders.
Step-by-step: How to share a folder in Webmail
Sharing a folder is designed to be intuitive and quick, requiring no IT support tickets:
- In SERVICEINFO Webmail, right-click the folder you wish to share and select Share this folder.
- Enter the email address of the colleague within your organization who should receive access.
- Select the appropriate permission level: Read Only (for viewing) or Read and Write (for managing and replying to emails).
- Click Share. The folder will appear for the colleague shortly.
To view or manage all granted and received permissions, navigate to Settings > Folder Sharing in Webmail. If your colleague’s email application is already open when access is granted, simply restarting the application will update the folder structure.
Centralized management for IT administrators
To ensure full alignment with corporate security and governance policies, organization administrators maintain total control over the feature. Through the Control Panel, under the Mailbox Sharing tab, IT teams can view, audit, grant, or revoke folder shares across any corporate mailbox, guaranteeing that access to business data remains under strict institutional oversight.
Best practices and common mistakes in folder sharing
To maximize the benefits of folder sharing while maintaining strict security, consider these key recommendations:
- Avoid excessive write permissions: Assign read and write privileges only to team members who genuinely need to move, edit, or reply to messages within the shared folder.
- Revoke temporary access promptly: Once a project concludes or an employee returns from leave, actively manage permissions by revoking unnecessary access.
- Never share passwords: Native folder sharing eliminates any need to share account passwords with colleagues or contractors.
Implementation operational checklist
- Identify which department and project folders require recurring shared access.
- Define folder owners and set appropriate permission levels for team members.
- Guide users on Webmail sharing procedures and how to access the Shared section.
- Periodically audit active organization sharing settings via the Control Panel.
How SERVICEINFO can help
SERVICEINFO provides comprehensive corporate email, collaboration, and IT infrastructure solutions designed to enhance productivity, security, and governance across businesses. Our expert team assists your organization in structuring efficient communication workflows, executing secure mailbox migrations, and implementing security policies aligned with industry standards.
Your business can rely on SERVICEINFO’s consultative guidance to optimize enterprise email usage, ensuring high availability, data protection, and seamless teamwork.
Discover SERVICEINFO corporate email solutions and speak with our team of experts to elevate collaboration across your organization.
