OIT Home > Exchange > Access Rights & Sharing

Exchange Access Rights & Sharing

Updated: September 10, 2009

Exchange provides you with the ability to share your calendar (and other Exchange information) with others, or even give them the ability to act on your behalf in a variety of ways.

Exchange Access Rights Explained
How Exchange Access Rights Display in Shared Calendars & Scheduling Assistant
Default Access Rights on Your Personal Account
Default Access Rights for Resources
Share Your Calendar With Others in Outlook - Reviewer/Viewing Rights Only
Share Your Calendar With Others in Outlook - Delegate or Advanced Access Rights
Share Your Calenar With Others in Entourage - Reviewer, Delegate or Advanced Access Rights
Share Your Calenar With Others in iCal (Snow Leopard) - Reviewer, Delegate or Advanced Access Rights
View Someone Else's Calendar
Can I adjust the permission to have a Reviewer see Free/Busy time, Subject, Location or Free/Busy time only?
Calendar Groups
Create & View Personal Groups
"Send As" Permissions

Exchange Access Rights Explained

Exchange offers you the ability to give others varying levels of access rights. The following levels of rights are available, and are explained in terms of calendar rights:

Reviewer: The person can view events on your calendar only. They can not make changes to your calendar. This is the permission level to select if you don't want to grant any write or change permissions to the other person. (This is similar to giving someone Viewing Rights in CorporateTime.)

Contributor: The person can ONLY add events to your calendar, but they can't view, modify, or delete any events on your calendar. (CorporateTime did not provide a similar access level to this.)

Nonediting Author: The person can create events on your calendar and view your calendar, but they can't modify any events once they have been have placed on your calendar, and they can't delete any of your events. (CorporateTime did not provide a similar access level to this.)

Author: The person can create events on your calendar and view your calendar but can not modify or delete any events that you have placed on your calendar. This person can modify or delete only the events they created on your calendar. (CorporateTime did not provide a similar access level to this.)

Publishing Author: This level of access provides the same permissions as Author but also allows the person to create subfolders. (CorporateTime did not provide a similar access level to this.)

Editor: The person can create, view, modify, and delete events on your calendar. This level of access effectively gives the person full read and write access to your calendar. (This is similar to giving someone Delegate rights in CorporateTime.)

Publishing Editor: This level of access provides the same permissions as Editor but also allows the person to create subfolders. (This is similar to giving someone Delegate rights in CorporateTime.)

Default Access Rights for Your Personal Account

Your Exchange account has the following default sharing and access rights for others:

Email: None
Calendar: Free/Busy Time Only (with no detail)
Tasks: None
Contacts: None
Notes: None

You have the ability to adjust these access rights to suit your needs.

Note: If you adjust your access rights for the Default identity to include Free/Busy Time with Details, this will only show in the Scheduling Assistant. If you want people to be able to view your calendar without going into the Scheduling Assistant, you will need to give them Reviewer rights.

Default Access Rights for Resources

Resource permissions are slightly different from those for personal accounts. For resources, you can define not just who can see a calendar, but also who can schedule it, and whether or not their request to schedule the calendar must be approved. By default, resources in Notre Dame's Exchange service are setup to allow any Notre Dame employee to see the details of a resource calendar (unless an event is marked as Private), and to allow any Notre Dame employee to schedule the resource. Resource owners and delegates can adjust these access rights as needed.

Can I adjust the permission to have a Reviewer see Free/Busy time, Subject, Location or Free/Busy time only?

No. This only affects the viewing permissions within the Scheduling Assistant. Choosing either of these permission level options will cause your shared calendar to appear blank to the other person.

Calendaring Groups

CorporateTime groups were not converted in the move to Exchange. During the initial rollout of Exchange to campus, you will need to create your own personal groups that you want to use. These groups can not be shared with others, unlike the ability to share groups from CorporateTime. Sometime during the Spring semester, we will provide ways for institutional and ad-hoc groups for you to use. We will post information about that later in the semester.

"Send As" Permissions

Exchange does provide the ability for you to send mail as another account when you have been granted the appropriate permissions to do so. The owner or a delegate for the account needs to contact the OIT Help Desk and supply the NetID for anyone who should be able to "Send As" the original account.