Office 365 (Outlook 2010) - Assign 'editor/write/modify' permissions to your calendar

You can use Outlook to assign 'read/write/modify' 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 on the web. People outside your organization will be sent a URL that they can use to view your calendar.

Important: This document covers 'read/write/modify' permission levels only. If you are looking to grant someone 'read' permissions only, use the following doc: Outlook - assign 'read' permissions to your calendar.

The following topics are covered:

Permission Levels

Important: Office 365 team recommends using the delegate access feature to set permission levels above "read".

Reviewer
Provides Assignee 'Full' detail read access.
Author
Provides Assignee with 'limited details' access.
Editor
Provides Assignee with 'Delegate' access. In addition a 'Editor' (delegate) can also be selected to receive calendar notifications/requests/invitations. By default, 'Editor' cannot view/modify events set to Private. You do have the option to grant the 'Editor' the ability to view (full details) Private events.

Review Office 365 - Mail and Calendar folder permission levels for definition of each permission level.

Important Notes:

  • Assigning permission levels between Outlook and the Outlook on the web are not consistent. The terms and levels one can choose from to assign to others are not consistent between Outlook on the web and Outlook. If you are working in a multi-client environment, it is recommended to assign all permissions using Outlook on the web.
  • The "Availability Only" and "Limited Details" 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 on the web. "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 Permissions

By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add.

    - I don't see the Add button

    • The Add button might not be visible because of one or more of the following:
    • An active connection does not exist between Outlook and Office 365. The Outlook status bar should display Connected to Microsoft Exchange or Online.
    • Your messages are not being delivered to your Office 365 mailbox. Your e-mail must be delivered to your mailbox, not to an Outlook Data File (.pst) on your computer hard disk.
  4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

     Note    The delegate must be a person in the Office 365 Global Address List (Global Address List: The address book that contains all user, group, and distribution list e-mail addresses in your organization. The administrator creates and maintains this address book. It may also contain public folder e-mail addresses.).

  5. Click Add, and then click OK.
  6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Office 365 folders.

    If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

     Note    By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

  7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
  8. If you want, select the Delegate can see my private items check box.

     Important    This is a global setting that affects all of your Office 365 folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

  9. Click OK.

Notes

  • Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details. Users have an option to allow those with 'Delegate' access to see the details of private events. This option is set in the "Permissions" page and will only appear for those who have been assigned delegate access.

Modify permissions

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

    Modify Permissions

     Note    If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.

  4. Change the permissions for any Outlook folder that the delegate has access to.
  5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

    send message regarding permission modifications

 Note    If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

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Change delegate access to private items

If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private.

If you want to give a delegate access to see your private items, do the following:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.

    Modify Permissions

  4. Select the Delegate can see my private items check box.

 Important    You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

See Also:




Keywords:microsoft office o365 web client outlook 2010 2013 help calendaring overview sharing share access rights permissions share read write modify delegate assigning granting   Doc ID:34936
Owner:Ara M.Group:Office 365
Created:2013-10-30 13:12 CDTUpdated:2016-06-21 11:26 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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