How to Share Your Exchange Calendar with Others

Updated: September 10, 2009

Outlook - Option 1 (Reviewer/Viewing Rights Only)
Outlook - Option 2 (Delegate, Reviewer, and/or Advanced Rights)
Entourage
iCal (Snow Leopard)

Please note: You can not give access rights to others using OWA.

 

Using Outlook to Share Your Exchange Calendar - Option 1 (Reviewer/Viewing Rights Only)

The following instructions will walk you through giving someone else the ability to view your calendar only (a.k.a. Reviewer rights).

1. Login to Outlook using your Notre Dame email address and password.
2. Go to the Calendar module of Outlook.
3. In the left pane, click the link to Share My Calendar...
   
4. A message similar to an email will open. Click the To... button.
   
5. Search either the Global Address List or the All Users list to find the person you want to share your calendar with. Click their name to add them to the To-> field at the bottom, and then click OK.
   
6. You will return to the email like screen. The To: field will now be filled with the name(s) of the person (or people) you selected before. Make sure the check box for Allow recipient to view your calendar is CHECKED. You may also choose to CHECK the box for Request permission to view recipient's calendar. You can also choose to type a message into the body below. Then click Send.
   

If you have questions, please contact your departmental IT support staff or the OIT Help Desk at 574-631-8111.

Using Outlook to Share Your Exchange Calendar - Option 2 (Delegate, Reviewer, and/or Advanced Rights)

The following instructions will walk you through giving someone else the ability to view your calendar only (a.k.a. Reviewer rights).

1. Login to Outlook using your Notre Dame email address and password.
2. Go to the Calendar module of Outlook.
3. Right-click on your Exchange calendar (Calendar), and choose Properties.
   
4. From the Calendar Properties dialog, go to the Permission tab. The Default permissions for anyone in Exchange is to be able to view your Free/Busy time - meaning that they can see no details about your meetings, only that your time is blocked.
   
   If you want to grant specific permissions to specific individuals, click the Add... button.
   
   If you wish for EVERYONE to see more details about non-private meetings and events, select Default from the Name list, and change the Permission Level drop-down to Reviewer.
   
   
5. Search either the Global Address List or the All Users list to find the person you want to share your calendar with. Click their name to add them to the Add-> field at the bottom, and then click OK.
   
   
6. You will return to the permissions tab. Make sure to select the name of the individual whose permission level you want to adjust, and select the appropriate Permission Level from the drop down menu below. (If you need help selecting the correct permission level, please see this explanation of Exchange's permissions.)
   
7. If you need to add others to the list of permissions, click the Add... button and repeat steps 5 and 6. Once you have finished adding individuals and adjusting the permissions, click OK.
8. We would also suggest that you email the individuals to which you have granted permissions so that they know you have given them those rights to your calendar.

If you have questions, please contact your departmental IT support staff or the OIT Help Desk at 574-631-8111.

Using Entourage to Share Your Exchange Calendar

1. Open Entourage and login with your Notre Dame NetID and password.
2. Go to the Calendar module of Entourage.
3. Make sure to highlight your Notre Dame Exchange calendar. Then go to the Edit menu and select Folder Properties.
   
4. From the Folder Properties: Calendar window, select the Permissions tab. The default permission set for any person at Notre Dame is to allow them only to see your Free/Busy time, which shows as None within Entourage.
   
   If you wish for EVERYONE to see more details about non-private meetings and events, highlight the Default name and change the Permission Level drop-down menu to Reviewer.
   
   If you want to grant specific rights to specific people, click the Add User… button.
   
5. From the Select User dialog, click the Advanced... button.
   
6. In the Advanced dialog, fill in the following information:
   - Domain: nd.edu
   - Account ID: the NetID for the person you want to give permissions to (e.g., asmith)
   - Type: User
   
   If you do not know the NetID for the person who you want to give permissions to, you can search for it online at eds.nd.edu/search.
   
7. Click OK.
8. You will then return to the Permissions tab of the Folder Properties dialog. Highlight the person’s account you just added, and adjust the permissions appropriately in the Permission Level drop-down menu. (If you need help selecting the correct permission level, please see this explanation of Exchange's permissions.)
   
9. If you need to add others to the list of permissions, click the Add User... button and repeat steps 5 through 7. Once you have finished adding individuals and adjusting the permissions, click OK.
10. We would also suggest that you email the individuals to which you have granted permissions so that they know you have given them those rights to your calendar.

If you have questions, please contact your departmental IT support staff or the OIT Help Desk at 574-631-8111.

Using iCal (Snow Leopard) to Share Your Calendar

Please make sure you have configured your iCal, Mail, and Address Book applications in Snow Leopard as instructed.

1. Launch the iCal program.
2. Go to the iCal menu, and select Preferences.
3. Select the Accounts category, then select your Exchange account in the list of accounts on the left.
4. Click the Delegation tab.
5. Click the Edit button near the bottom of the window.
6. From here, you can see who already has access to your calendar, what level of access they have, and add or delete others.
   Permission levels are as follows:
   

   Permission	Description
   Read & Write	Person has full access to read, create, and modify items
   Read & Create	Person can read existing items but cannot modify them, and they also can create new items
   Read Only	Person can read items but cannot make any changes or add new items
   No Access	Person has no access (they cannot read or see anything)

7. To add access for someone:
   • Click the + button.
   • Type the name of the individual you want to share you calendar with.
   • From the Calendars column, select the level of access you want to give that person.
   • From the Tasks column, select the level of access you want to give that person.
8. To remove access for someone:
   • Select that person in the list.
   • Click the minus (-) button.
9. To adjust access for someone who is already listed:
   • From the Calendars column, select the level of access you want to give that person.
   • From the Tasks column, select the level of access you want to give that person.
10. When you have finished adjusting access rights for others, click the Done button.

If you have questions, please contact your departmental IT support staff or the OIT Help Desk at 574-631-8111.