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How do I share my staff calendar?

Published: 27 October 2022

IT Service

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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 folder, on the Home menu, select Share Calendar.
  1. Choose the calendar you want to share from the drop-down menu.
  2. In the Calendar Properties dialog box, click Add.
  3. You can search for people from your address book or type in their email addresses in the Add box. When you’re done adding names in the Add Users dialog box, click OK.
  4. Back in the Calendar Properties dialog box, select the person’s name or email address, then choose the level of details that you want to share with the person by choosing the appropriate Permissions option, then click OK.
Can view when I’m busyAllows 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 detailsAllows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment.
Can editProvides read/write/modify access.
DelegateIn 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.
  1. The person you’ve shared your calendar with will receive a sharing invitation by email.
  2. 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 > Calendar Permissions.
  3. On the Permissions tab, click the user’s name and then choose Remove.
  4. Click OK.

Allow someone else to manage your mail and calendar

Similar to having an assistant that helps you manage your incoming paper mail, another person, known as a delegate, can receive and respond to email messages and meeting requests and responses on your behalf. You can also grant the delegate additional permissions to read, create, or change items in your Microsoft Exchange Server mailbox.

For further information, please see Allow someone else to manage your mail and calendar

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