Outlook - Shared Calendars

In this video we cover opening a shared calendar, as well as setting up your own shared calendar permissions.

Video Instructions

Written Instructions

Opening a Shared Calendar

1. Switch to Calendar View in Outlook by selecting the calendar icon in the lower-left corner of Outlook.

2. In Calendar view within Outlook, on the Home tab, in the Manage Calendars group, click Open Calendar, and then click Open Shared Calendar.

3. Type a name in the Name box, or click Name to select a name from the Address Book.

   The shared Calendar appears next to any calendar that is already in the view.

   After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time that you want to view the shared Calendar, you can click it in the Navigation Pane.

   If the other person whose Calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for permission. If you click Yes, a sharing request e-mail message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.

NOTES: 

• Even if the other person has created an additional calendar, you can open only the person's default Calendar.

• To remove a calendar from the Other Calendars list, right-click the calendar, and then click Delete Calendar.

• The owner of the calendar items controls who can see the items and change them.

Reviewing your calendar permissions

1. Switch to Calendar View in Outlook by selecting the calendar icon in the lower-left corner of Outlook.

2. In Calendar view within Outlook, on the Home tab, in the Share group, click Calendar Permissions, which will open the Calendar Properties window.

3. In the Calendar Properties window, ensure you have at minimum, one entry for Default.

Entry (1) should be for Default. Highlight this entry and review the permissions as follows:

Read permissions should be set to Free/Busy time.
Write permissions should have nothing check marked.
Delete items permissions should be set to None.
Other permissions should have nothing check marked.

You can set Default to this setup quickly be select the Permission Level drop down menu and choosing Free/Busy time if it's not already selected.

4. When you're done setting permissions, click Apply and then OK from the bottom of the window to save and exit this window.