Microsoft 365 (Outlook on the web | Outlook for Windows/MacOS) - Manage permissions to your calendar
This document will provide instructions on how to share a calendar within Outlook on the web, Outlook for Windows/MacOS with other UW-Madison Microsoft 365 users/accounts. If you want to share your calendar with a user that is not within our UW-Madison environment, follow the instructions outlined in Microsoft 365 (Outlook on the web | Outlook for Windows/MacOS) - Publish a calendar.
For a complete list of calendar permissions in Office 365, please see: Microsoft 365 - Mail and Calendar folder permission levels.
If you want to grant permissions to your entire mailbox, please see: Microsoft 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions
Notes:
- For consistency and ease of troubleshooting, it is recommended that you use Outlook on the web instructions to manage calendar permissions. Using Outlook desktop clients may cause errors when managing permissions.
- You might also see an entry for "My Organization" in the list of people with whom you've shared the calendar. This is the default level of detail that other users within UW-Madison's Microsoft 365 environment can see when viewing your calendar in Scheduling Assistant or when subscribed to your calendar. By default, all users have "Free/Busy" lookup permissions between each other. If you want to change the default permissions to your calendar, select this user/account when going through the instructions below.
- Calendar items marked private are protected. Most people with whom you share your calendar see only the time of items marked private, not the title, location, or other details. The only exception to this is that you can give a Delegate permission to view private events.
- When sharing a calendar other than your primary calendar, such as a project calendar that you created, you cannot select Delegate permissions.
- Managing permissions on a mobile device cannot be performed. Instead, use the Outlook on the web instructions below.
- To grant permissions to a service account calendar, you must either have full mailbox and send as permissions or have delegate permissions to the calendar.
- If you have many users who you will be assigning the same set of permissions across multiple accounts, review Microsoft 365 - Use Security Groups to Manage Permissions document before continuing.
