17. Sharing calendars

17.1. View shared calendar

Outlook Web Access also allows you to view calendars that others are sharing with you. To see a shared calendar, select the option Open a Shared Calendar (calendar view, left-hand navigation bar).

Open a Shared Calendar option in Calendar view
Figure 55. Open a Shared Calendar option in Calendar view

In the small window that pops up, type in the username or real name of the person whose calendar you want to view, and click Open. You may have to select the right person from a list that pops up.

'Open a Shared Calendar' - select user
Figure 56. 'Open a Shared Calendar' - select user

Assuming you have the necessary rights for viewing the calendar, you can now see the shared calendar next to your own in the Calendar View. The username of the owner is also listed under Other Calendars in your navigation pane. Un-tick the box in front of the name to hide the calendar, tick it to have the calendar displayed.

Shared Calendars in Calendar view
Figure 57. Shared Calendars in Calendar view

You can edit the label for the names listed in your Other Calendars view by clicking on the Manage Other Calendars. If you select the username from the list and click on Rename, you can choose a name that makes sense to you, for example 'John' instead of 'oucs1243'. You can also change the order in which the calendars are listed (click on the arrows) or remove a calendar from the list (click on the cross).

17.2. Share your calendar

To share your own calendar, use the Manage Delegates option listed in your left-hand navigation bar, under your calendars (you can also find it if you open the Options page, select the Calendar heading and scroll down to the CalendarShare section).

Manage Delegates option
Figure 58. Manage Delegates option
  1. Click on Manage Delegates. In the window that pops up, first select either Show users with calendar delegate rights or Show users with calendar folder rights. If you want to assign someone the right to act on your behalf (create, edit, accept items for your calendar), use the delegate rights options. Otherwise use the folder rights option.
    Manage Delegates window
    Figure 59. Manage Delegates window
  2. Once you have chosen one of the two rights options, click the Add button. You will be presented with a small window. Type in the name of the person who will be sharing your calendar (real name or username, like oucs1234) and click on Open. If you are presented with a list of names, select the right person from the list. You are then taken back to the Manage Delegates window
  3. You then need to set the permissions level for this person. Select the person from the list in your Manage Delegates window and select the right level from the Permission Level drop-down list. The permissions level list differs slightly between delegate rights and folder rights, with the latter offering a wider choice. The table below outlines what permissions are needed to allow someone to perform various tasks. If you are using the delegate rights option you can set some additional options:
    • Send a summary message to this delegate
    • Delegate receives copies of meeting-related messages sent to me
    • Send meeting requests and responses only to my delegates, not to me
    • Delegate can see my private items
  4. Click OK to save your settings.
Table 1. Calendar access requirements for some common actions
Calendaring ActionShared Calendar Access Required
Reviewer (read) Author (read, create, delete (only own items)) Editor (read, create, delete, modify)
Viewing the details of a calendar item x
Updating a calendar item x
Adding invitees to existing meeting request x
Delete invitees from a meeting request x
Creating an appointment x
Creating a new meeting request x
Create a reoccurring meeting request x
Delete a calendar item x (only own item) x
Use the Tracking Option x
Updating attendance on a shared calendar as a delegate x

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.

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