This feature requires a Microsoft Exchange Server or a Microsoft 365 account. Most home and personal accounts don't use Microsoft Exchange or Microsoft 365.
When used with a Microsoft Exchange account, tasks can be shared between people. Task sharing is not limited to just the default Tasks folder that is created in all Outlook profiles. You can create additional task folders and choose which of those folders to share. For example, you can create a task folder for a specific project. You can then share access to the task folder with your co-workers so that they can review the task list.
Share your default Tasks folder with specific people
The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.
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In the Navigation Pane on the left, select Tasks.
The default folder is usually under My Tasks, displayed as Tasks. If you have multiple folders, make sure you select the default Tasks folder.
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Select the Folder tab on the ribbon, then select Share Tasks.
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In the To box, enter the name of the recipient for the sharing invitation message.
Make sure the check box Allow recipient to view your tasks folder is selected.
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Optionally, you can change the Subject.
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Optionally, you can request permissions to view the recipient's default Tasks folder. To do so, select the Request permission to view the recipient's Tasks folder check box.
Note: If you want to request access to a tasks folder other than the default Tasks folder, you must send an e-mail message asking for permission to access that particular folder.
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In the message body, type any information that you want to include.
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Click Send.
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Review the confirmation dialog box, and then, if correct, click OK.
The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.
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Click Tasks in the Navigation Pane.
The default folder is usually under My Tasks, displayed as Tasks. If you have multiple folders, make sure you select the default Tasks folder.
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Select the Folder tab on the ribbon, then select Folder Permissions.
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On the Permissions tab, in the Name box, click Default.
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Under Permissions, in the Permission Level list, choose a permission level.
Explanation of permission levels
With this permission level (or role)
You can
Owner
Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor
Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor
Create, read, modify, and delete all items and files.
Publishing Author
Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author
Create and read items and files, and modify and delete items and files that you create.
Contributor
Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer
Read items and files only.
Custom
Perform activities defined by the folder owner. (Does not apply to delegates.)
None
You have no permission. You cannot open the folder.
You can create custom permissions by selecting the check boxes and options under Permissions.
The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional task folders that can be renamed or deleted. This section includes instructions for custom task folders that you create.
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Click Tasks in the Navigation Pane, and then right-click the folder you want to share.
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Point to Share > Share tasks.
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In the To box, enter the name of the recipient of the sharing invitation message.
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Optionally, you can change the Subject.
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Optionally, you can grant permissions to the recipient to change your task items by selecting the Recipient can add, edit, and delete items in this tasks folder check box.
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In the message body, type any information that you want to include.
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Click Send.
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Review the confirmation dialog box, and then, if correct, click OK.
The default Tasks folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional task folders that can be renamed or deleted. This section includes instructions for custom task folders that you create.
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Click Tasks in the Navigation Pane, and right-click the task folder that you want to share.
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Point to Share > Folder permissions.
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On the Permissions tab, in the Name box, click Default.
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Under Permissions, in the Permission Level list, choose a permission level.
Explanation of permission levels
With this permission level (or role)
You can
Owner
Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor
Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor
Create, read, modify, and delete all items and files.
Publishing Author
Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author
Create and read items and files, and modify and delete items and files that you create.
Contributor
Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer
Read items and files only.
Custom
Perform activities defined by the folder owner. (Does not apply to delegates.)
None
You have no permission. You cannot open the folder.
You can create custom permissions by selecting the check boxes and options under Permissions.
