Sharing Outlook calendars with other users

Users have the ability to share calendars with other individuals on campus as well as grant various levels of access, detailed below. Calendar sharing permissions and access levels must be completed by the users who wish to share their calendars with other individuals.

Adding Users

  1. Open Outlook
  2. In the Navigator Pane on the left side out Outlook, click Calendar
  3. Right-click on your calendar and select Properties
  4. Click on the Permissions tab
  5. Click Add…
  6. Type the last name of the person with whom you want to share your calendar
  7. Select the name and click Add → Repeat to add multiple names
  8. Click OK
  9. Select the first name from the list to define and apply permission. By default, the Permission Level is None (you will need to define permission for EACH person you have added to the list)
  10. Select an appropriate level of consent from the Permission Level: drop-down menu

Permission Levels

The permission levels are defined as:

  • Owner: Allows full rights, including assigning permissions; you should not assign this role to anyone
  • Publishing Editor: Create, read, edit, and delete all items; create subfolders
  • Editor: Create, read, edit, and delete all items
  • Publishing Author: Create and read items; create subfolders; edit and delete items they've created
  • Author: Create and read items; edit and delete items they've created
  • Nonediting Author: Create and read items; delete items they've created
  • Reviewer: Read items
  • Contributor: Create items
  • None: Gives no permissions for the selected accounts on the specified folder

Reviewer or Editor are appropriate for allowing others to schedule and change appointments on your behalf.

Select the next person added above and repeat the steps to assign a permission level. Remember to apply permission for each person you selected.

When you are done, click Apply and then click OK

The permissions will not apply for end-users until they close and restart Outlook or restart their PCs.