How do I share my Office 365 Outlook Calendar?

This FAQ was last modified on: Tuesday, September 20, 2016 04:20pm
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In Office 365 Outlook web client:

  1. Browse to https://mail.gatech.edu and log in.
  2. Click on Calendar in the top right hand menu bar.
  3. Right click on the Calendar you wish to Share in the left Calendar list.
    Note: The default "Calendar" is the calendar where all your meeting invitations will appear. This is also the only calendar that will appear in your Free/Busy reporting.
  4. Select "Share calendar".
  5. A new section will appear within your browser to the right.
  6. In the "Share with:" field, type in an person’s email address or if they are a Georgia Tech recipient, type in their name in this format, "Burdell, George P" or their GT Account will work as well.
  7. Once you have your recipient selected, choose from the dropdown list the correct permissions level for this recipient.
    • Availability Only - This will only display your Free/Busy time but will enable the recipient to have your Calendar appear in their Calendar list. Otherwise, all users can view your Free/Busy information via the Scheduling Assistant in a New Meeting request.
    • Limited Details - This will allow your Free/Busy and the subject to be available to the recipient.
    • Full Details - This will allow your Free/Busy and the subject and body to be available to the recipient.
    • Editor - This will allow your Calendar to be completely available and allow the recipient to change existing appointments and meetings.
    • Delegate - This will allow your Calendar to be completely available and will send your meeting requests to this recipient to act on. Additionally, a delegate can schedule meetings on your behalf.
  8. Edit the Subject of the message, if applicable
  9. Change the Calendar to be Shared, if applicable. You cannot select multiple calendars. You must share one at a time.
  10. There is no message body for this window.
  11. Click "Send" in the top left hand corner of the window to share your calendar.
  12. The recipient will receive an email invitation with instructions on how to access your Shared calendar.

Advanced: Delegate Access

Microsoft Outlook gives the ability to set another person or delegate to receive and respond to email messages and meeting requests on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have more control over your mailbox. For delegate access to function you must have the mail delivered to your mailbox on Office 365, not a .pst file on the computer, and you should be using the same version of Office for the best experience.

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to a meeting requests on your behalf. There are three delegate permission levels:

  • Reviewer: The delegate can read items in the manager's folder.
  • Author: The delegate can read and create items, and change and delete items that he or she creates.
  • Editor: The delegate can do everything that an Author has permission to do and additionally can change and delete the items that the manager created.

The default permission level is Editor (can read, create, and modify items). When a delegate responds to a meeting on your behalf it is automatically added to your Calendar folder.

Messages sent with Send on Behalf permissions include both the delegates and the owner’s names next to the From field. When a message is sent with Send As permissions, only the owner's name appears.

To turn on Delegate Access:

  1. In Outlook 2010 click the File tab in the top toolbar.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add (If there is no Add button then there is no connection to the Exchange server at that time)
  4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list. This must be a person in the Georgia Tech directory.
  5. Click Add.
  6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.
    *Note: If a delegate needs permission to work only with meeting requests and responses, the default permission settings including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the inbox permission setting at "None". Meeting requests and responses will go directly to the delegate’s inbox.

    • To send a message to notify the delegate of the changed permissions, select the "Automatically send a message to delegate summarizing these permissions" check box.
    • If you want, select the Delegate can see my private items check box. This is a global setting that affects all of the Exchange folders.
    • Click OK.

Change or remove permissions for your delegate:

    • Click the File tab.
    • Click the Account Settings and then click Delegate Access.
    • Click the name of the delegate for whom you want to change permissions, and then click Permissions. If you would like to remove all delegate access permissions click Remove instead and skip the remaining steps.
    • Change the permissions for any Outlook folder that the delegate has access to.
    • To send a message to notify the delegate of the changed permissions, select the "Automatically send a message to delegate summarizing these permissions" check box.

Change delegate access to private items:

If you have given a delegate access to your Outlook folders you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private. To give a delegate access to see your private items:

    • Click the File tab.
    • Click Account Settings, and then click Delegate Access
    • Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
    • Select the Delegate can see my private items check box.