How do I share my staff calendar?

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Share an Outlook calendar with other people

By default, your busy information is shared with ‘My Organisation’ which allows colleagues to use Schedule Assistant to see when you’re free for meetings. Please note: This setting is also required if you’re using a Microsoft Bookings calendar with the ‘Events in office calendar affect availability’ setting enabled.

If you’d like to provide specific people with permissions to see the details of your calendar entries, please follow the steps outlined below.

1. From your Calendar (on left toolbar), on the Home menu, select Share calendar.

2. Choose the calendar you want to share from the drop-down menu.
3. In the Calendar Sharing and permissions, search for the email address or contact name, select the permissions you would like to give and Click Share.

6. The person you’ve shared your calendar with will receive a sharing invitation by email.
7. Once the recipient clicks Accept, they’ll see your shared calendar in their calendar list.

For a video guide and further information, please see Share an Outlook calendar with other people

Stop sharing your calendar

At any time you can revoke access to your calendar. Note that it may take a while for Microsoft 365 and the user’s Outlook to sync and remove the view to your calendar.

1. Click Calendar.
2. Click Home > Share calendar.
3. Find the permissions
4. Click on the bin.

Delegating Access To Your Calendar In Outlook

Some roles in the University necessitate the requirement to delegate access to your own calendar in Microsoft Outlook. This is often to allow administrators or those in similar roles to setup meetings on someone else’s behalf or respond to requests and invites they have received for them.

It’s important to keep track of who your University calendar has been delegated to and the level of access that has been assigned to them, as this could allow them to view and edit your calendar in the same manner as you can, and in some cases this may be inappropriate.

For further information on how shared and delegated access to a calendar works and the levels of access that can be assigned, please view the following guidance here.