Example: Company-Wide Resources

Best Practices: Creating Company-Wide Resources

Providing your entire staff with access to standard company information is a great way to streamline onboarding and daily operations. By using "Read only" permissions, Human Resources or Office Managers can share vital directories and schedules without risking accidental edits.

Note on access: To share resources across your organization, the main shared account must be an Enhanced mailbox. Because you can mix mailbox types under a single domain, the team members receiving access can use either Basic or Enhanced accounts.

Step 1: Share a Company Holidays Calendar

Create a master calendar containing office closures, company holidays, and major corporate events. Share this calendar with the "Everyone" group and set the permission strictly to "Read only". This ensures all staff can view the schedule, but only authorized administrators can make changes.

• See the step-by-step Calendar Sharing guide

Step 2: Share an Internal Staff Directory

Ensure everyone has the contact details they need to reach their colleagues. Create a master address book for internal staff, share it with the "Everyone" group, and grant them "Read only" access.

• See the step-by-step Address Book Sharing guide

Step 3: Create a Central Document Repository

Share a folder with your entire organization to maintain a central repository for shared documents, images, and project files. Folder sharing is restricted to internal use only, meaning you can only share folders with users within your domain.

Add the "Everyone" group to your company resources folder. The default permission for new users is "Read only", which is exactly what you want for distributing official policies and handbooks. When a folder is shared with your team, it will appear under the "Shared" section in their file navigation sidebar.

• See the step-by-step File and Folder Sharing guide