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ASA: Information Services

Share Calendars and Set Permissions in Outlook

Outlook Toolbar

In Outlook, click on the calendar icon in the taskbar, then follow the instructions for the corresponding action: Share a Calendar | Modify Calendar Permissions | Open a Calendar [ Screenshot ]

Share a Calendar

  1. Click on the calendar you would like to share from the sidebar menu – your personal calendar is under My Calendars as Calendar
  2. Click Share Calendar from the main menu within the Home tab of Outlook
  3. Type in the email address of the person you would like to share your calendar with or click the To… button to search for them [ Screenshot ]
  4. If you’d like access to their calendar, check the box next to Request permission to view recipient’s Calendar
  5. Check the box next to Allow recipient to view your Calendar
  6. Click the drop-down box next to Details and select one of the three options, described below:
    • Availability only: Shows details like “Free” and “Busy”
    • Limited details: Shows availability and the subject of calendar items
    • Full details: Shows availability and all details of calendar items
  7. Click Send
  8. The recipient will then receive an email from you – they only need to open the email and click on Open this Calendar to view your calendar [ Screenshot ]

Modify Calendar Permissions

  1. Click on the calendar you would like to set permissions for from the sidebar menu – your personal calendar is under My Calendars as Calendar
  2. Click on Calendar Permissions in the toolbar in the Home tab in Outlook
  3. Find the person whose permissions you would like to edit and click their name
  4. Below, you can either give custom permissions or select preset permission settings from the drop-down menu next to Permission Level – you can check what accesses different presets give by selecting them and seeing how they change the four categories of Read, Write, Delete items, and Other [ Screenshot ]
  5. Click OK

Open a Calendar

  1. Click on the Open Calendar icon on the toolbar at the top of the Outlook window
  2. Click From Address Book
  3. Type in the name of the person whose calendar you would like to access and press Enter on your keyboard
  4. Double click their name
  5. Click OK