Share Outlook Calendar

Overview: 

Sharing your Outlook calendar with colleagues can improve collaboration and scheduling efficiency. This guide describes the steps to share your calendar, adjust permissions, and understand the various permission levels.

Instructions: 

To share your Outlook calendar and manage user permissions, follow these steps:

1. Open the Calendar in Outlook

   • Click on the calendar icon located in the lower left corner of Outlook.

2. Right-Click the Calendar to Share

   • In the left sidebar, find and right-click on the calendar you want to share, then select "Properties."

3. Open the Permissions Tab

   • Click on the "Permissions" tab in the calendar properties window.

4. Add or Edit User Permissions

   • To add a new user, click "Add." To modify an existing user's permissions, click on their name in the list.

5. Choose Permission Level

   • Select a predefined set of permissions from the "Permission Level" dropdown menu or specify the permissions using the checkboxes below. Here are common permission options:

   • Free/Busy Time: Allows the user to see when you are busy or free but not the details of your calendar events. This is the default permission set for the organization.

   • Free/Busy, Time, Subject, and Location: The user can view your free/busy times and basic event details (excluding meeting notes), often used for scheduling meetings.

   • Contributor: Allows the user to create new items but not view the calendar's contents. The folder's owner can see these new items.

   • Reviewer: Grants the user permission to view all calendar information but not create or edit events.

   • Non-editing Author: The user can create and read items but not edit them. They can delete items they created, but not those created by others.

   • Author: Allows the user to view all calendar information and create new events, but they cannot edit or delete events they did not create.

   • Publishing Author: Same as "Author," plus the ability to create sub-folders.

   • Editor: Grants full access to view all calendar information, create new events, and edit or delete existing events.

   • Publishing Editor: Same as "Editor," plus the ability to create sub-folders.

   • Owner: Grants complete control over the folder, allowing full access, editing, and management.

6. Apply Changes

   • Once you have set the desired permissions, click "OK" to save the changes.

Following these steps should help you share your Outlook calendar and manage permissions efficiently. If you encounter issues or need additional guidance, contact your IT support team for further assistance.