Topics Map > Office 365

Microsoft 365 (Outlook on the web | Outlook for Windows/Mac) - Manage Permissions to a Resource Calendar

This document will explain how to manage permissions to a resource calendar.

Important: You must be the primary owner of a resource or been granted owner permissions via calendar access process before you can manage permissions to a resource calendar.

Reference: Understand permission levels in Microsoft 365.

Note: To manage events on a resource calendar, you must subscribe to the resource calendar via the account that has been granted those permissions. If a service account has been granted access to a resource calendar, you must log into the service account directly.

Sharing the resource calendar internally

Manage permissions to a resource in Outlook on the web

Granting permissions for the first time

  1. As the assigned resource owner, log into Microsoft 365 account via Outlook on the web. Note: If you do not know who the owner of the resource is, please contact your email domain administrator.
  2. Click your name in the top right corner and select Open another mailbox from the drop-down list.
  3. Enter the resource name and either select it from the automatic look up list or click Search Contacts & Directory link to find the room in the open another mailbox field. Note: If the resource is not found, enter in the fully qualified email address of the resource and search again.
  4. Click Open. The resource account will open in a new browser tab.
  5. Make sure you are currently located in the newly opened resource tab within your browser. If not, repeat the steps above. Important: The simplest way way to confirm that you are viewing the resource mailbox is to verify that the email address of the resource is within the url string of your browser window.
  6. Click Calendar icon from the list of available apps (Mail, Calendar, People, Tasks) located at the bottom left corner of the resource window.
  7. On the top ribbon of the calendar screen, click Share, and then select "Calendar" from the drop-down menu. This will bring up a new context menu on the right of the screen. Important: If the calendar share screen does not open, you do not have the required permissions to the resource - you will need to have your domain administrator assign you these permissions.
  8. Type the name or email address of the person whom you wish to share the calendar with, and select them. You can share the calendar with multiple people at the same time.
  9. After you have selected who you want to share you calendar with, you can select the level of permissions they have to your calendar by using the drop-down menu next to their name.
  10. Once you are satisfied with the people you want to share your calendar with, as well as their level of permissions, you can click Send.

Changing permissions to a resource calendar

  1. As the resource owner, log into Microsoft 365 account via Outlook on the web. Note: If you do not know who the owner of the resource is, please contact your email domain administrator.
  2. Click your name in the top right corner and select Open another mailbox from the drop-down list.
  3. Enter the resource name and either select it from the automatic look up list or click Search Contacts & Directory link to find the room in the open another mailbox field. Note: If the resource is not found, enter in the fully qualified email address of the resource and search again.
  4. Click Open. The resource account will open in a new browser tab.
  5. Make sure you are currently located in the newly opened resource tab within your browser. If not, repeat the steps above. Important: The simplest way way to confirm that you are viewing the resource mailbox is to verify that the email address of the resource is within the url string of your browser window.
  6. Click Calendar icon from the list of available apps (Mail, Calendar, People, Tasks) located at the bottom left corner of the resource window.
  7. Right-click on the calendar in the "Your Calendars" list and select Sharing and permissions from the drop-down. Important: If the Sharing and permissions options is not available, you do not have the required permissions to the resource - you will need to have your domain administrator assign you these permissions.
  8. To edit:
    • Find the user you are trying to edit permissions for. Click the downward arrow next to their current permission-level and change it to what you'd prefer, or click the X next to their name to delete their permissions.

      edit permissions screen

    • Click Save.

Manage permissions to a resource in Outlook for Windows/Mac

For consistency and ease of use, please use Outlook on the web instructions above to manage permissions for theresource calendar.

Manage external sharing of the resource calendar

Note: Resource publishing calendar permissions must be managed via Outlook on the web client.

Manage publishing permissions

  1. Login to Outlook on the web using the account that has owner permissions to the resource.
  2. Open the resource you will be setting permissions for. See this KB document for instructions on how to open a resource calendar.
  3. Select the gear icon on the top right hand corner.
  4. Click View all Outlook settings found on the bottom of the new pane.
  5. Click Calendar | Shared calendars
  6. Under "Publish a calendar", select which calendar that you want published and the permissions users will get.
  7. Click Publish and share the link given below.

Changing the default view of the resource calendar

You have the ability to change the default details that people within UW-Madison can see on calendar events on the resource calendar.

Changing the default view of the resource calendar

  1. Login to Outlook on the web.
  2. Open the resource you will be setting permissions for. See this KB document for instructions on how to open a resource calendar.
  3. Click Calendar icon from the list of available apps (Mail, Calendar, People, Tasks).
  4. From your list of calendars on the left-hand side of the window, find "My calendars", underneath this will be your default calendar, labeled "Calendar".
  5. Right or alternate click on the calendar, and click Sharing and permissions from the drop-down menu.
  6. Underneath the 'People inside your organization' heading, locate the "My Organization" entry. Select the level of details that you would like all users within the organization to see, using the drop-down menu.
  7. Click Save, which will save your settings and return you to the calendar screen.

See Also


Keywords:
microsoft office365 o365 m365 microsoft 365 outlook web owa 2016 2019 proplus enterprise windows mac work on behalf of resource calendar schedule shares sharing access rights read write editor delegate full mailbox free busy folders calendars emails owner netid users mailboxes service accounts linking send as on behalf of manage permissions resource calendar owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate default external internal add delete remove set 
Doc ID:
63553
Owned by:
O365 S. in Microsoft 365
Created:
2016-05-20
Updated:
2025-06-17
Sites:
DoIT Help Desk, Microsoft 365