4. Viewing another person's calendar

To view another person's calendar in Outlook 2007 you need to do the following:

  1. If you have received an email from a colleague giving you permission to view their calendar it will look similar to:
    The received email requesting shared calendar access
  2. If you click on the Open This Calendar button, your colleague's calendar is automatically opened in Outlook in a new window. You can then see their appointments.
  3. If you close down the window you can still see the other person's calendar by going to the Calendars section. Click on the People's Calendar section to reveal your colleague's shared calendar.
    Other people's calendar listing
  4. Click the checkbox next to the name of the shared calendar to view it.

If you have previously been given access to a calendar but have since deleted it you can regain access by:

  1. Under the calendars options there is a small help section. One of the options is to Open a Shared Calendar. Click on this link.
  2. A new dialogue box opens:
    Name search box
  3. If you already know the username type it into the Name field and press OK.
  4. If you have permission to view the person's calendar it will now open up.
  5. If you do not know the persons username you can find then by clicking on the Name button. This opens up the University Global Address List:
    University address list
  6. Type in the name of the person and, once found, click on their name to select them before clicking on OK.
  7. You will be returned to the first name screen again and this time the persons name is in the field and underlined:
    Name underlined
  8. Click on OK. If you have permission to view the calendar it will appear in your Outlook calendars page. If not, you will see a new message asking if you want to request access to this users calendar:
    Message asking if you want to request calendar access
  9. If you do want to send a request, a new email opens which is partially completed. Add your message and press Send. Your colleague will then decide if they want to grant you access or not.

4.1. Printing Calendars

Microsoft Outlook 2007 is not designed to print multiple calendars. However, there is a Microsoft tool that can be installed should you need to print multiple calendars. Please see Printing multiple calendars using Outlook 2007 for details.

Up: Contents Previous: 3. Sharing your calendar with colleagues Next: 5. Schedule meetings