How to share Exchange Calendars.

Share calendars using a Microsoft Exchange Server account

Microsoft Exchange Server enables calendar sharing with others who have Exchange accounts. Your calendars can be viewed only by others to whom you have granted permissions.

-How to share your Outlook 2003 & 2007 or 2010 Calendar on Windows
-How to share your Outlook 2011 or Entourage 2008 EWS & AppleMail 4.2 Calendar on MacOS.
-How to share your calendar with Outlook Web App (OWA) in your Web Browser.
-Description of available Calendar permissions.
-How to share a secondary calendar with Outlook 2007 & 2010.

Outlook 2007 & 2010
Share Step 1

Step 1: Open Outlook.

  1. In the Navigation Pane, Click Calendar.
  2. Right-Click on your Main Calendar.
  3. Highlight Share.
  4. Click On Calendar Permissions.
Share Step 2

Step 2: Click Add..

.
Share Step 3

Step 3: In the search box, Type the first and last name of the user you are looking for.

Select the name of the person whose calendar you would like to view from the list.

Click OK.

Share Step 4

Step 4:

  1. Find the User you just added in the list at the top, and click to Highlight.
  2. Adjust the Permissions Level to the desired setting.
  3. Click OK to finish.

A Short description of Permissions:

  • Reviewer - the person can read items in the manager's folder, but can't add, delete, or change anything.
  • Author - the person can read and create items, and can modify and delete items that he or she creates.
  • Editor - the person can do everything that an Author has permission to do and can modify and delete the items that the manager created.
  • Owner - Same as Editor, but adds the ability to modify rights as well. (not recommended)

Full list of Permission levels are below.

Outlook 2011
Share Step 1

Step 1: Open Outlook.

  1. In the Navigation Pane, Click Calendar.
  2. Right-Click on your Main Calendar.
  3. Highlight Share.
  4. Click On Calendar Permissions.
Share Step 2

Step 2: Click Add..

Share Step 3

Step 3: In the search box, Type the first and last name of the user you are looking for.

Select the name of the person whose calendar you would like to view from the list.

Click OK.

Share Step 4

Step 4:

  1. Find the User you just added in the list at the top, and click to Highlight.
  2. Adjust the Permissions Level to the desired setting.
  3. Click OK to finish.

A Short description of Permissions:

  • Reviewer - the person can read items in the manager's folder, but can't add, delete, or change anything.
  • Author - the person can read and create items, and can modify and delete items that he or she creates.
  • Editor - the person can do everything that an Author has permission to do and can modify and delete the items that the manager created.
  • Owner - Same as Editor, but adds the ability to modify rights as well. (not recommended)

Full list of Permission levels are below.

How to Share a Secondary Calendar.

Important information you should know.

This feature is only available on Outlook 2007 & 2010 at this time. Recipients of your Secondary Calendar must also be using Outlook 2007 or 2010.

S Share Step 1Step 1: Open Outlook.

  1. In the Navigation Pane, Click Calendar.
  2. Right-Click on your Secondary Calendar.
  3. Highlight Share.
  4. Click On Share Calendar.

S Share Step 2Step 2: Click To:...

S Share Step 3Step 3: In the search box, Type the first and last name of the user you are looking for.

Select the name of the person whose calendar you would like to view from the list.

Click OK.

S Share Step 4Step 4: You can give the recipient the ability to Add, Edit and Delete items on this calendar by selecting this option.

Other wise, they will have view only.

Outlook Web App

Important information you should know.

The Outlook Web App can only provide reviewer level access. If you need to grant permission levels higher than reviewer, you will need to use the full Outlook client included with Microsoft Office. Full Outlook instructions are in other sections of this document.

Step1:Open your web browser of choice.

OWS REC Step1Step2:Type http://xmail.clemson.edu into the address field and hit enter.



Step 3:Type in your username and password and click Sign in.

OWS REC Step1Step4:

  1. Click Calendar in your side bar.
  2. Click the Share drop down
  3. Select Share this Calendar...

 

OWS REC Step1Step5: Click To...

OWS REC Step1Step6:

  1. In the Search box, type the name of the Person you are looking for.
  2. Click to highlight your selection
  3. Click Select to add your selection.
  4. Click OK when finished.

 

OWS REC Step1Step7:

  1. Select the level of access(All information = Reviewer).
  2. Check to request access, if needed.
  3. Enter a message, if needed.
  4. Click Send when finished.

 

E-mail Clients -Entourage 2008 EWS & AppleMail / iCal

Important information you should know.

Entourage 2008 "EWS" and AppleMail Mail 4.2+ (OSX 10.6+) are required when using Exchange 2007 and newer. Please update your e-mail client to use these features.

To use Entourage 2008 EWS to share your calendar, do the following:
      
      1. Open Entourage 2008 EWS.
      2. Click Calendar in the upper left corner of the window.
      3. Ctrl-click (or right-click) on your Exchange calendar in the list on the left.
      4. Select Sharing from the pop-up menu.
      5. Click Add User....
      6. Type the username of the person you want to share your calendar with, and click Find.
      7. Select the name from the search results and click OK.
      8. Select the name you just added. Right now, the Permission Level is None.
      9. To change it, click the Permission Level: drop-down menu. Reviewer and editor.
      10. When you are done, click OK.

    Your Exchange calendar is now shared. 
    You should inform those you shared your calendar with so they can open it in Outlook or Entourage.
Applemail / iCal
      
      With iCal Open:
      1. Click ICAL -> Preferences.
      2. Click on the Accounts tab, and click to select/highlight your Exchange account.
      3. Click on the delegations tab. 
      4. Click Edit...
      5. Click the + symbol and type in the first and last name of the user you want to share with.
      6. Select the name and e-mail address that matches who you wish to share with.
      7. In the Calendars column, Change the permission to the desired level needed.
			(typically Read only or Read & Write)
Permissions

  • Owner: Allows full rights to the Mailbox/Folder/Calendar, including assigning permissions; you should consider this carefully before assigning this role to anyone besides yourself.
  • Publishing Editor: Create, read, edit, and delete all items; create subfolders
  • Editor: Create, read, edit, and delete all items
  • Publishing Author: Create and read items; create subfolders; edit and delete items they've created
  • Author: Create and read items; edit and delete items they've created
  • Non-editing Author: Create and read items; delete items they've created
  • Reviewer: Read items
  • Contributor: Create items
  • None: Gives no permissions for the selected accounts on the specified folder
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