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Office 365 (Outlook Web App) - Assign 'Full Details - read' Permissions to your calendar

You can use Outlook Web App to assign full read permissions to your calendar. When you grant permissions to your calendar with someone inside your organization (UW-Madison), they will be able to add it directly to their calendar view in Outlook or Outlook Web App. People outside your organization will be sent a URL (Uniform Resource Locator or internet address) that they can use to view your calendar.

This document covers the following topics:

Important: This document covers "read" permission levels only. If you are looking to grant someone "write/modify" permissions, refer to KnowledgeBase document: Office 365 (Outlook Web App) - Assign 'Editor - write/modify' permissions to your calendar


Permission Levels

Availability Only
Allows someone to view blocks of time as Free, Busy, Tentative, Away.
Limited Details
Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment to viewers.
Full details
Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as Private displays simply as Private Appointment to viewers.

Important Notes:

  • The "Availability Only" (free/busy) permission levels are the automatic default permission levels for all accounts.
  • Users will not be able to assign "None" as a permission level within the Outlook Web App. "None" can only be set as a permission level within Outlook client versions and must be set at the default level(global). The "None" permission level cannot be applied to individuals within Office 365.

Assign Full Details

  1. Log into Outlook Web App (OWA).
  2. Open the app launcher tool in the top left of your Outlook Web App window as shown below.

    app_launcher_icon

  3. Select calendar from the list of available apps.

    app_launcher_select_calendar

  4. At the top right corner of the calendar view, select Share.

    Share link selection

  5. In the Share with box, type the name or email address of the person with whom you wish to share your calendar. This Share with box works just like the To address box in an email message. You can add more than one person to share your calendar with.
  6. After you've added who you want to share your calendar with, select "Full details" from the drop-down menu located to the right of their name.

    Select

  7. The Subject field defaults to a generic message, "I'd like to share my calendar with you." We recommend changing the default Subject to something more descriptive, to let the person know what permission level of access you are granting them. For example, "Granting you full details to view my calendar."
  8. By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead.
  9. After you've finished adding people to share with, setting their access levels, and choosing which calendar to share with them, select Send. If you decide not to share your calendar right now, select Discard.

    Send - Discard actions

  10. You can also play a video to see how to share your calendar internally and assign Full details as the permission level.

Notes

  • Each person will receive an email message telling them that you've shared your calendar with them. People inside your organization (UW-Madison) will have two links on the invitation - one to add your calendar to their calendar view, and another to share their calendar with you. People outside of your organization will receive a URL (e.g. internet address) that they can use to view your calendar.
  • Calendar items you mark as Private display as Private Appointment to viewers. However, if you have given someone Delegate access to your calendar, you have the option to also grant that Delegate the ability to view private events on your calendar.

Publish with anyone

This process will allow you to create a unique URL (html/ics) that you can distribute to anyone (other UW-Madison Office 365 users or external individuals).

  1. Log into Outlook Web App (OWA).
  2. Open the app launcher tool in the top left of your Outlook Web App window as shown below.

    app_launcher_icon

  3. Select calendar from the list of available apps.

    app_launcher_select_calendar

  4. Right-click the calendar you want to publish. Or, if you're using a touchscreen device, touch and hold the calendar name.
  5. Select Permissions from the sub-menu.

    calendar context menu

  6. In the Outside organization section, look for Public calendar and choose the level of access - Full Details.
  7. Select Save. This will save your settings and return you to your calendar screen.
  8. To find the public URL to view or subscribe to your calendar, go back to the calendar list, right-click on your calendar again, and select Permissions from the drop-down menu.

    publish public calendar setting

    • The "Subscribe to Calendar" URL (.ics) is for users who will be subscribing to your calendar via web/local clients.
    • The "View Calendar" URL (.html) is for users who will be viewing your calendar via a web browser.
  9. To send either URL to another person, right-click on it and select 'Copy from link location' from the sub-menu.
  10. Paste this URL within an email message. Important: Depending on the client the receiving user is using, if you send them the "Subscribe to Calendar" URL, they may need to use the specific subscribe feature within their client to view your calendar data. For users with Outlook versions 2010 and 2013, simply clicking the link you sent them, and selecting "open" will automatically subscribe to the calendar URL.

To shorten the URL you are sending to others, please use the Go UW service described here: goUW - Shortened and Vanity URLs

Note: Remember, subscribing to a calendar in this method does not allow for any modifications to be made as it only provides 'read' access to calendar items.

Stop Publishing

If you no longer want anyone to use your published links to view your calendar, use the following steps to stop publishing your calendar.

  1. Log into Outlook Web App (OWA).
  2. Open the app launcher tool in the top left of your Outlook Web App window as shown below.

    app_launcher_icon

  3. Select calendar from the list of available apps.

    app_launcher_select_calendar

  4. Right-click the calendar you want to stop publishing. Or, if you're using a touchscreen device, touch and hold the calendar name.
  5. Select Permissions from the sub-menu.

    calendar context menu

  6. In the Outside organization section, look for Public calendar and choose the level of access - Not Shared.

    publish public calendar setting

  7. Select Save. This will save your settings and return you to your calendar screen.
  8. After this process has completed, anyone who was using the URLs will no longer be able to view your calendar.

See Also:




Keywords:microsoft office 365 web client outlook web app help calendaring overview sharing share access rights permissions share owa o365 limited full details outside organization url public   Doc ID:29847
Owner:Ara M.Group:Office 365
Created:2013-04-25 09:23 CDTUpdated:2015-06-08 14:24 CDT
Sites:DoIT Help Desk, Office 365, UW-Milwaukee UITS Help Desk
Feedback:  18   18