3. Opening Other Users' Calendars

As well as being able to share your calendar with colleagues within the University it is also possible for you to open another user's calendar.

To view a colleague's calendar and/or tasks your colleague must first have granted your account permission to read their calendar and/or tasks. As we have already discussed, the concept of sharing is different from delegation, which allows others to act on your behalf. However, within iCal the procedures for sharing and delegating are almost identical, and when you configure iCal to allow you to view another user's calendar it will be listed as a delegate. In other words we can think of viewing another user's calendar as acting as a delegate that only has read access.

From the iCal menu click [File], then click [Preferences...], and then click the Accounts button on the Accounts window that appears. Finally select the Delegation button from within the accounts view.

Screen showing delegation configuration in iCal

Click the + below the "Accounts I can access:" window to start the process of adding a new account that you wish to act as a delegate for. A new entry appears in the "Accounts I can access:" window and the cursor is placed within the "Users" field for you to start typing the name of the user whose account you will be accessing. As you type text into the "Users" field a list of possible matches will appear and you can select the correct user from the list.

Searching for correct user to act as a delegate for in iCal

Once you have selected the correct user the delegate entry is completed and you will be able to see the permissions that the user has granted to your account. In this example the owner of the rahtz account is simply sharing their calendar and so has granted permissions to read their calendar (but not their tasks).

Screen showing recently added account to act as a delegate for in iCal

If you add a user account that you wish to act as a delegate for before that user has added you as a delegate within their account the account entry will appear greyed out and no permissions will be displayed.

To see the shared calendar or tasks in your main iCal window you will also need to tick the check box labelled "Show" at the start of the entry. Ticking this box means that you will see a new Delegates section within the left hand pane of your main iCal window that list all the accounts that have been delegated to or shared with you.

Left hand pane in main iCal window showing list of delegates

Finally, you can close the Accounts window by using the red cross button in the top left hand corner of the window.

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