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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 Office 365 users. 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 Office 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.
Outlook on the web - managing permissions
- Log into Outlook on the web.
Important: If you want share a service account calendar, make sure you have the appropriate permissions, and have accessed the service account before proceeding.
- Go to calendar view.
- To share any calendar, on the left hand side right click the calendar you want to share
and select Sharing and permissions
- This will open a new panel. If you already have shared your calendar with others, those people will be listed here. To share your calendar with a new person, type their email address or name into the search box. The search box will auto-populate with suggestions from within UW-Madison's Global Address List and your address book. If you want to modify the permission level of a person you have already shared your calendar with, find them in the permissions listing.
- When you have found the person you want to share your calendar with, click their entry and select the level of access you want to grant them. Note: You will only have the ability to provide read access to users who are not within UW-Madison's Microsoft 365 environment.
- After you've selected what level of access you would like this person to have, click Share button. This will send an email notifying the person that you have shared your calendar with them and the level of access you have granted them.