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:

  1. Click on the Calendar button found on the lefthand menu. This will open your calendar as shown below:
    Calendar default view
  2. To share your calendar with others, right click on the name of your calendar under My Calendars. A contextual menu appears.
    Calendar contextual menu
  3. Choose the [Share Calendar] option from the menu. A new screen appears which is partially completed for you.
    Sharing email screen
  4. 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.
  5. When you have finished your message click on the Send button. Your request will then be emailed to your colleague.
  6. Your colleague will receive an email similar to the one shown below.
    The received email requesting shared calendar access
  7. 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.

3.1. Sending calendars to Non-Nexus colleagues

If your colleague is not on Nexus but you still wish to send them your calendar, Outlook will let you send a static version instead. To create and send a static version do the following:

  1. Click on the Calendar button in the main menu.
    Outlook main menu
  2. Under the My Calendars section right click on the calendar you wish to send and choose [Send via Email...] option from the menu.
    Outlook calendar menu
  3. 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 Email screen:
    Send calendar by email screen
  4. On the Send Calendar by Email screen you can choose a calendar from the Calendar dropdown list.
  5. From the Date Range dropdown 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.
    Choose the date range to send
  6. From the Detail dropdown box choose how much information you want to send. The default Availability only option will often be all that is needed.
    Outlook menu
  7. You can limit the calendar to just your normal working hours by ticking the Show my time within my working hours checkbox.
  8. If you click on the Advance button you will get several other options including the Email Layout option. This is set to Daily Schedule by default, but can be changed to just a list of your events.
  9. Click on OK when you have set your calendar options.
  10. Outlook will then compile your calendar details into the open email:
    Compiled calendar added to your email
  11. Add in any message and click on the Send button
  12. Your calendar will be sent to your colleague.

3.2. Permissions

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:

  1. Open the Calendars section by clicking the button in the main menu.
  2. Locate the calendar who's permissions you wish to review - under My Calendars section.
  3. Right click on the calendar name to open the contextual menu and click on Change Sharing Permissions. You will now see the Calendar Properties screen:
  4. Under the Permissions tab, you will see a list of people allowed to view your calendar.
  5. Select one of the people in the list in order to review their permissions on your calendar.
    Changed access permissions screen
  6. If you wish to change that persons access to your calendar either choose new ones from the Permissions settings, or delete them entirely.
    Changed access permissions screen
  7. Click Apply and then OKwhen you have finished to close the Permissions screen. 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.

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