2. Sharing calendars

Using Outlook 2003 with your Nexus Exchange account enables you to share your online calendar with colleagues within the University, and view calendars that others share with you.

  1. Click on the Calendar button found in the Navigation bar on the left (or press <Ctrl-2>). This will open your calendar as shown below:
    Calendar view by week with some events
    Figure 18. Calendar view
  2. To share your calendar with others, right click on the name of your Nexus calendar under My Calendars. This will be in the format Calendar in Mailbox - Your Name. Choose [Sharing] from the resulting menu
    Calendar Properties screen with Permissions tab selected
    Figure 19. Calendar Permissions screen
  3. Click Add to open the Add Users screen, and type in the beginning of the name of the person you want to share with, to find them in the list:
    A list of names from the global address list
    Figure 20. Add Users screen
    Click on the name of the person you want to share with, and then click Add. You can add more than one person at once if you wish. Then click OK.
  4. You will now return to the permissions screen, but the person or people you just selected are now included in the list of users:
    Calendar Properties screen with new user added
    Figure 21. Users list
    However, they do not have permission to access your calendar at this stage.
  5. Edit the permissions for the new user by choosing an option from the drop-down list marked Permission Level, or create a custom access level by selecting from the options below. To allow someone to view but not change your calendar, choose the Permission level Reviewer:
    In this example the user has been given Reviewer permission which allows them to see the calendar folder, and read the items within it, but not to add, edit or delete items
    Figure 22. Reviewer Permissions
    Click OK to confirm your changes.

Private calendar events: Some clients do not fully support private items and your private items may be revealed to those you share your calendar with. Please see the "How private are my private calendar entries?" entry in the Nexus FAQ for more details.

Up: Contents Previous: 1. Transferring events from your local calendar to the Exchange server Next: 3. Viewing a shared calendar