Office 365 - Calendar folder permission levels

This FAQ was last modified on: Tuesday, February 27, 2018 04:21pm
Category: 
Calendar permission levels

 

**Note: It is a known issue that some calendaring functions have unpredictable results when using a different calendaring client than those you are scheduling with (OWA vs. Outlook). For best calendar performance, use the same calendaring client -- including version -- as those you schedule with frequently, preferably OWA.

 
Outlook on the web

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.

 

Outlook desktop client

None:   User will be unable to view any information (including free/busy times).

Free/Busy time:   Allows someone to view blocks of time as Free, Busy, Tentative, Away.

Free/Busy time, subject, location:   Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment.

Contributor:   Provides the ability to view free/busy information and create new events.

Reviewer:   Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as private displays simply as Private Appointment.

Nonediting Author:   Provides the ability to view full details of all events (accept private ones), create new events, and delete events they have created.

Author:   In addition to permissions granted via "Non-editing Author", the user will also me able to edit events they have created.

Publishing Author:   In addition to permissions granted via "Author", the user will also be able to create sub-folders (these are calendar groups or secondary calendars).

Editor:   Provides read/write/modify access to the calendar (accept private events).

Publishing Editor:   In addition to "Editor" permissions, the user will also be able to create sub-folders (these are calendar groups or secondary calendars).

Owner:   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.

 

Troubleshooting

Occasionally a user is unable to open a calendar or work based on the permissions granted them after the calendar is shared with them. In these situations, resetting the permissions using the email address of the person you are sharing with may solve the issue.

  •  Sometimes, the following workaround works:
    1. Unsubscribe from the calendar from Outlook on the web and Outlook desktop client.
    2. Ask the owner of the calendar to remove the user from the permissions listing.
    3. Wait 30-60 minutes for this change to be synced.
    4. Add the user again using Outlook on the web, but this time add them by using their email address to look them up. Make sure to select "Use this address:..." option.
    5. Wait 30-60 minutes for this change to be synced.
    6. Ask the user to subscribe to the calendar via Outlook on the web - they should have received an email notification - and verify if they can interact with the calendar per the granted permissions.