Sharing Calendars in the Outlook Client

Sharing Overview

Granting Delegate Access

Removing Delegate Access

Sharing Your Calendar

Removing a Calendar Share

Viewing a Shared Calendar

Sharing Overview

There are two ways in Outlook to give someone access to your computer, by sharing your calendar, or by giving Delegate rights to your calendar.

There are some very distinct differences between delegation and sharing. The most important thing to make note of is when setting up delegation the delegate gets the Send on Behalf of email permission. 

Terminology:

• Sharing a calendar allows someone access to that folder. For each person, you specify the level of access, from read-only up through full create/edit/delete privileges.
• Delegate access lets someone act "on behalf of" you. When you grant delegate access, messages or calendar event invitations will come from an address in this format: Arnie Assistant on behalf of Mary Manager. You can grant Delegate access with any level of sharing (or with no sharing at all).
• Send As rights allow someone to send messages, replies, and calendar event invitations in the persona of that person. This is most commonly used with Departmental Accounts. For example, Alice Assistant could send a message that comes from "Admissions Department Mailbox" rather than her own email address.

 Note: If you want to give people the ability to access your calendar or email and be able to send mail on your behalf, use delegation. Delegation should not be used in place of Sharing.

If you simply want to allow others to view your calendar DO NOT use Delegation, Share the calendar.

Warning: Use caution when setting the permissions on your calendar. If you set your calendar's "Default" account permissions incorrectly, you may expose your calendar to all Cedar Crest College users on campus.

Granting Delegate Access

1. In the Outlook client, click the File Tab and go to Info-->Account Settings-->Delegate Access.
2. In the Delegates window, click the Add button.  In the Add Users window, choose the person you wish to grant Delegate access, and click the Add button. You can add additional people by clicking the Add button after each search. Once finished, click OK.
3. NOTE: If you choose multiple users at a time, you will need to give both users the same delegate access. If you intend to give a number of people different delegate rights, you will need to add them individually.
4. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Office 365 folders (Calendar, Contacts, Inbox, etc.). 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.
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.
6. 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.
7. Once you’ve chosen the appropriate permissions, click OK. Your delegates will now appear in the Delegate window.  Click Ok to exit.

NOTE: These add Delegate changes can take up to an hour to update and propagate to the other users. This means that the user will not be able to access your calendar right away.

Removing Delegate Access

1. In the Outlook client, click the File Tab and go to Info-->Account Settings-->Delegate Access. In the Delegates window, each delegate for your mailbox will be listed in the box.
2. Select the delegate you want to remove and then click on the ‘Remove’ button.
3. Once finished, click OK.

Sharing Your Calendar

1. If you only need others to view your calendar, you should share the calendar instead of granting Delegate rights.
2. In the Outlook Client, Click on Calendar at the bottom of the screen.
3. Highlight the Calendar you wish to share, and click Share Calendar from the Home Tab. Alternately, you can Right-Click on your Calendar, and choose ShareàShare Calendar.
4. An Invitation window will appear. This will look similar to the New Mail window.
5. In the To: line, add the people you wish to share your calendar with. You can add more than one person. However, keep in mind that you will need to give everyone in the To: list the same rights. If you want individuals to have different permissions to your calendar, you will need to repeat these steps for each individual.
6. In the Details dropdown window, choose the permissions for viewing your calendar. You’ll see three choices:

• Availability Only: Time will be shown as “Free,” “Busy,” “Tentative,” “Working Elsewhere,” or “Out of Office.”
• Limited Details: Includes the availability and subjects of calendar items only.
• Full Details: Includes the availability and full details of calendar items.

7. Next, you can add an option message in the body window. Once done, click the Send button. A message will appear confirming that you wish to share the calendar with the listed individuals. Click send to deliver the permission notification.

Removing a Calendar Share

1. Right-click on the calendar you want to unshare and select Permissions.
2. Right click the user's name and choose Remove.
3. Select Save.

Viewing a Shared Calendar

Use the following set of steps to view another person's shared calendar no matter what level of access you've been given to that calendar. Once you've done this, you'll see their calendar listed in the Calendar section of your Folder Pane every time you use Outlook. Remember that the other person must follow the steps on our Sharing Your Calendar page before you can follow the steps listed below.

1. In the Folder Pane click Calendar.
2. On the Home tab of the ribbon, in the Manage Calendar section, click Open Calendar, then select Open Shared Calendar.
3. In the small Open a Shared Calendar dialog box, click Name.
4. In the Select Name dialog box, search by typing the person's username or full name (FirstName LastName), then click Go.
5. Select the desired person's name in the resulting list, then click OK to close the Select Name dialog box.
6. Click OK to close the Open a Shared Calendar dialog box.

The person's calendar will now appear in under Shared Calendars in your Folder Pane, and their calendar will be displayed side-by-side with yours. You can choose which calendars to have open using the checkboxes that appear next to each calendar's line in your Folder Pane.

NOTE: If the person has NOT shared their calendar with you, you'll notice that their calendar is entirely blank.