3. Sharing your calendar with colleagues
Using Outlook 2007 with your Oxford Nexus Exchange account enables you to share your online calendar with colleagues within the University. However your colleague must be a registered Nexus user for you to share calendars. If they are using other local departmental systems or are from outside of the University please see 3.1. Sending calendars to Non-Nexus colleagues. To share your calendar with colleagues on Oxford Nexus do the following:
- Click on the
Calendarbutton found on the lefthand menu. This will open your calendar as shown below:
- To share your calendar with others, right click on the name of your
My Calendars. A contextual menu appears.
- Choose the
[Share Calendar]option from the menu. A new screen appears which is partially completed for you.
- Type in your message into the box provided and if you want to be able to
see the other person's calendar make sure that you tick the box labelled
Request permission to view the recipient's calendar.
- When you have finished your message click on the
Sendbutton. Your request will then be emailed to your colleague.
- Your colleague will receive an email similar to the one shown below.
- When your colleague accepts your request, they will be able to see your calendar in their Outlook 2007 client.
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.
- Click on the
Calendarbutton in the main menu.
- Under the
My Calendarssection right click on the calendar you wish to send and choose
[Send via Email...]option from the menu.
- Two separate screens will appear one on top of the other. One is a
normal email screen where you can type a message and fill in the email
details of your colleague. The other is the
Send a Calendar by Emailscreen:
- On the
Send Calendar by Emailscreen you can choose a calendar from the
- From the
Date Rangedropdown list choose how much of your calendar you want to send. This can be just one day, a month or any date range you specify.
- From the
Detaildropdown box choose how much information you want to send. The default
Availability onlyoption will often be all that is needed.
- You can limit the calendar to just your normal working hours by
Show my time within my working hourscheckbox.
- If you click on the
Advancebutton you will get several other options including the
Email Layoutoption. This is set to
Daily Scheduleby default, but can be changed to just a list of your events.
- Click on
OKwhen you have set your calendar options.
- Outlook will then compile your calendar details into the open email:
- Add in any message and click on the
- Your calendar will be sent to your colleague.
After you have shared your calendar with someone else you may decide that they no longer need to be able to access it. In order to review who can see your calendar and change their permissions for it:
- Open the Calendars section by clicking the button in the main menu.
- Locate the calendar who's permissions you wish to review - under
- Right click on the calendar name to open the contextual menu and click
Change Sharing Permissions. You will now see the Calendar Properties screen:
- Under the
Permissionstab, you will see a list of people allowed to view your calendar.
- Select one of the people in the list in order to review their
permissions on your calendar.
- If you wish to change that persons access to your calendar either
choose new ones from the
Permissionssettings, or delete them entirely.
OKwhen you have finished to close the
Permissionsscreen. You will return to your Outlook calendar.
Please note: Having permission to see a calendar is not the same as being a delegate for that calendar. If you wish someone to act on your behalf e.g. editing your calendar or responding to emails, or if you have been asked to do this for someone else, you will need to read our information on Delegating access to email, calendar and other Nexus features.