Share an Outlook calendar with other people

[Pages:6]Microsoft Resources

Outlook

Outlook - Calendar: Share Calendar

Share an Outlook calendar with other people Share your Microsoft 365 or calendar with people inside or outside your organization

1. From your Calendar folder, on the Home menu, select Share Calendar.

2. Choose the calendar you want to share from the drop-down menu. 3. In the Calendar Properties dialog box, click Add. 4. You can search for people from your address book or type in their email addresses in the Add box. When you're

done adding names in the Add Users dialog box, click OK. 5. Back in the Calendar Properties dialog box, select the person's name or email address, then choose the level of

details that you want to share with the person, then click OK.

Updated 01.22.2021

ISD Service Desk 714.509.4457

1 of 6

Microsoft Resources

Outlook

Outlook - Calendar: Share Calendar

6. The person you've shared your calendar with will receive a sharing invitation by email. 7. Once the recipient clicks Accept, they'll see your shared calendar in their calendar list. I see a "This calendar can't be shared" error If you see a message that says This calendar can't be shared, there are three possible reasons. The email address is invalid. The email address is an Microsoft 365 Group The email belongs to an external user who isn't part of your organization. What permissions people have to your calendar You can choose from several different permission levels when sharing your calendar. Can view when I'm busy. Those sharing your calendar with this permission level can only see which times you're

available, like this:

Can view titles and locations. Those sharing your calendar with this permission level will see availability and the subject and meeting location, like this:

Updated 01.22.2021

ISD Service Desk 714.509.4457

2 of 6

Microsoft Resources

Outlook

Outlook - Calendar: Share Calendar

Can view all details. Those sharing your calendar with this permission level will see all details of your appointments, just like what you see.

Stop sharing your calendar At any time you can revoke access to your calendar. Note that it may take a while for Microsoft 365 and the user's Outlook to sync and remove the view to your calendar.

1. Click Calendar. 2. Click Home > Calendar Permissions. 3. On the Permissions tab, click the user's name and then choose Remove. 4. Click OK. Fix issues sharing your calendar If you don't have the option to share your calendar (it's greyed out), it's because the admin/IT support for your business has set a policy to prevent the people from sharing calendars.

Allow someone else to manage your mail and calendar

Similar to having an assistant that helps you manage your incoming paper mail, another person, known as a delegate, can receive and respond to email messages and meeting requests and responses on your behalf. You can also grant the delegate additional permissions to read, create, or change items in your Microsoft Exchange Server mailbox.

What does Delegate Access do? Delegate Access goes beyond just sharing access to your folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf. As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

What are the delegate permission levels? Reviewer With this permission, the delegate can read items in your folders. Author With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf.

Updated 01.22.2021

ISD Service Desk 714.509.4457

3 of 6

Microsoft Resources

Outlook

Outlook - Calendar: Share Calendar

Editor With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

Make someone my delegate A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn't granted permission to read other messages in your Inbox.

1. Click the File tab. 2. Click Account Settings, and then click Delegate Access. 3. Click Add.

If Add doesn't appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status. 4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list. Note: The delegate must be a person in your organization's Exchange Global Address List (GAL). 5. Click Add, and then click OK. 6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders. If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox. Note: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder. 7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. 8. If you want, select the Delegate can see my private items check box. Important: This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders. 9. Click OK. Notes:

Messages sent with Send on Behalf permissions include both the delegate's and your names next to From. When a message is sent with Send As permissions, only the your name appears.

Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile

Updated 01.22.2021

ISD Service Desk 714.509.4457

4 of 6

Microsoft Resources

Outlook

Outlook - Calendar: Share Calendar

Change permissions for a delegate 1. Click the File tab. 2. Click Account Settings, and then click Delegate Access. 3. Click the name of the delegate for whom you want to change permissions, and then click Permissions. Note: If you want to remove all Delegate Access permissions, don't click Permissions but instead click Remove and skip the rest of these steps. 4. Change the permissions for any Outlook folder that the delegate has access to. 5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. Note: If you want copies of meeting requests and responses that you receive to be sent to a delegate, ensure that the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

Change delegate access to private items If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Tags group, click Private. To grant access to your private items, do the following:

1. Click the File tab. 2. Click Account Settings, and then click Delegate Access. 3. Click the name of the delegate for whom you want to change access to your private appointments, and then

click Permissions. 4. Select the Delegate can see my private items check box.

Important: You shouldn't rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To ensure that other people can't read the items that you marked as private, don't grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

Open another person's Exchange Calendar

1. In Calendar, click Home. 2. In the Manage Calendars group, click Open Calendar, and then click Open Shared Calendar. 3. Type a name in the Name box, or click Name to select a name from the Address Book.

The shared Calendar appears next to any calendar that is already in the view.

Updated 01.22.2021

ISD Service Desk 714.509.4457

5 of 6

Microsoft Resources

Outlook

Outlook - Calendar: Share Calendar

After you access a shared Calendar for the first time, the Calendar is added to the folder pane. The next time that you want to view the shared Calendar, you can click it in the Folder Pane. If the other person whose Calendar you want to open hasn't granted you permission to view it, Outlook prompts you to ask the person for permission. If you click Yes, a sharing request email message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her. When another Microsoft Outlook user grants you permission to his or her calendar, you can open it in Outlook. If you do not have permission, a permission request email message is sent to the other person. Tip: You can quickly schedule a meeting with people whose calendars you can view. Select multiple calendars, and then click Home. In the New group, click New Meeting, and then click New Meeting with All. Notes: Even if the other person has created an additional calendar, you can open only the person's default Calendar. To remove a calendar from the Other Calendars list, right-click the calendar, and then click Delete Calendar. The owner of the calendar items controls who can see the items and change them. Microsoft 365 cross-premises shared calendars are read-only, so clicking New Meeting with All will not detect and add owners of those shared calendars. Instead, manually add them to the invitation.

For more information, please refer to the Microsoft training resource page HERE

Updated 01.22.2021

ISD Service Desk 714.509.4457

6 of 6

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download