How do I share my staff calendar?
Published: 27 October 2022 Last updated: 14 March 2025- FAQ Category:
- Communication tools
- Microsoft 365
- Microsoft Outlook
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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.
Permissions | Description |
---|---|
Can view when I’m busy | Allows someone to view blocks of time as Free, Busy, Tentative, Away. |
Can view titles and locations | Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment. |
Can view all details | Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment. |
Can edit | Provides read/write/modify access. |
Delegate | In addition to “Editor” permissions, a delegate can also be selected to receive calendar notifications/requests/invitations. By default, ‘Delegates’ cannot view/modify events set to Private. You do have the option to grant the delegate the ability to view (full details) Private events. |
For a video guide and further information, please see Share an Outlook calendar with other people
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.
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.