11. Calendar sharing

11.1. View a 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).
The 'Open a Shared Calendar' is high-lighted
Figure 35. 'Open a Shared Calendar' in Calendar view
The Manage other calendars window that pops up will initially be empty but once you have opened a calendar, that calendar will be listed under Other Calendar Name.
The 'Manage other calendars' window
Figure 36. 'Manage other calendars' window
To open a shared calendar, select it from the list under Other Calendar Name if it is listed. If it is not listed, click the Add button. 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 the list that pops up.
'Open a
                Shared Calendar'
Figure 37. 'Open a Shared Calendar'

Assuming you have the necessary rights for viewing the calendar, it will open in a new window. The name of the calendar will also be added your Other Calendar Name list to allow you to access it quickly next time you want it.

You can edit the label for the names listed in your Other Calendar Name view. Simply select the name you want to edit in the list and click on Rename. You can then choose a name that makes sense to you, for example 'James' 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). Click on Save to save your changes.

11.2. Share your calendar

To share your own calendar, use the Manage Delegates option listed in your left-hand navigation bar in Calendar View (you can also find it if you open the Options page, select the Calendar heading and scroll down to the Messageware CalendarShare section).
Manage Delegates
Figure 38. Manage Delegates
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 39. Manage Delegates window
Once you have chosen one of the two rights options, click the Add button. You will be presented with a small Add User 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.
'Add User' window.
Figure 40. 'Add User' window.
You then need to set the permissions level for this person. Select the person from the list in your Manage Delegates window (1) and select the right level from the Permission Level drop-down list (2).
Manage Delegates window. Setting
                permissions
Figure 41. Manage Delegates window. Setting permissions
The permissions level list differs slightly between delegate rights and folder rights, with the latter offering a wider choice. Table 1 below outlines what permissions are needed to allow someone to perform certain tasks.
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 itemx
Updating a calendar itemx
Adding invitees to existing meeting requestx
Delete invitees from a meeting requestx
Creating an appointmentx
Creating a new meeting requestx
Create a reoccurring meeting requestx
Delete a calendar itemx (only own item)x
Use the Tracking Optionx
Updating attendance on a shared calendar as a delegatex
If you are setting the delegate rights 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

Note: If a calendar contains a 'Private Item' delegated users viewing via OWA Light will receive an error if accessing your calendar when the relevant item is 'Today'. Similarly an error message will be returned if that day is moved to when viewing one day at a time, or when the 'Private Item' is clicked. Suggested work-arounds are to ensure delegates have access to 'Private Items', or to simply mark blank appointments as busy instead of private.

Click OK to save your settings.

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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