Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - Manage permissions to your calendar

When using Office 365, there may be times when you want to share your calendar with other UW-Madison Office 365 users, or users outside of UW-Madison's Office 365 implementation. This document will provide you basic instructions on how to do this.

If you are looking to grant permissions to your whole account, use these instructions instead: Office 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions.

For a complete list of calendar permissions in Office 365, please see Office 365 - Mail and Calendar folder permission levels.

Note: Managing permissions on a mobile device cannot be performed. Use the "Outlook on the web" instructions below to manage your permissions.

What does it mean to share your calendar internally (with other UW-Madison Office 365 users)?

When sharing your calendar internally, you have the ability to share at the default and/or the individual level. You can use Outlook on the web, or a supported Outlook client to assign different individual users different permission levels to your calendar.

Note: By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user. This can only be modified using an Outlook desktop client. Use the instructions within the 'Outlook 2016 and 2013 for Windows default calendar sharing modification' or 'Outlook 2016 for Mac default calendar sharing modification' section below.

What does it mean to share your calendar externally (with users not in UW-Madison Office 365)?

When sharing your calendar externally, this will allow you to provide any user with a unique URL (.html or .ics) that they can use to view your calendar. This URL will only allow them to view your calendar data.

Note: At this time, Microsoft currently has a six month limit on the amount of data retrieved from the current date. If you need data shown beyond this limit, we suggest you use ShareURL.


Sharing your calendar internally

  •  Outlook on the web calendar sharing with individuals:
      1. Login to Outlook on the web.
      2. Open the App Launcher, which is located in the top left-hand corner of Outlook on the web.
      3. Select "Calendar" from the list of available apps.
      4. On the top ribbon of the calendar view, click Share, and you will be presented with a drop-down menu of your calendars. Your default or primary calendar is labeled "Calendar".
      5. After selecting the calendar that you want to share, you will be presented with a new window where you can choose whom the calendar is going to be shared with, and the level of permissions you want to give them.
      6. In the Share with: box, type the name or email address of whom you want to share your calendar with. You can add more than one person or address to share your calendar with.
      7. After you've selected the people who you want to share your calendar with, select the level of permissions from the drop-down menu located to the right of their name.
      8. The Subject field defaults to a generic message, but it is recommended to change it to something more descriptive, to let the person know what level of access you are granting them.
      9. Once you've finished adding people to share with, setting their permission levels, and choosing which calendar to share with them, select Send.

  •  Outlook 2016/2013 for Windows calendar sharing with individuals:
      1. Start Outlook.
      2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 or 2013 for Windows client.
      3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
      4. Right or alternate click "Calendar", and select Properties... from the drop-down menu.
      5. The Calendar Properties window will appear, click the Permissions tab near the top of the window.
      6. Click Add..., which will open a new window for you to search for the person who you want to give access to your calendar. Once you've found the person, select their name and click Add ->. You can add more than one person at a time.
      7. Automatically, the new person(s) you have given access to your calendar will have the permission level of "Free/Busy time". You can change their level of permissions via the Permission Level: drop-down menu.
      8. Click Apply, then OK to save your changes and return to your calendar screen.

  •  Outlook 2016 for Mac calendar sharing with individuals:
      1. Start Outlook 2016 for Mac.
      2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 for Mac client.
      3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
      4. Right or alternate click "Calendar", and select Sharing Permissions... from the drop-down menu.
      5. The Calendar Properties window will appear, click Add User... and search the name or email address of the person who you want to give access to your calendar. Once you've found the person, select their name and click Add.
      6. Automatically, the new person you have added to your calendar will have the permission level of "None". You can change their level of permissions via the Permission Level: drop-down menu.
      7. Click OK to save your changes and return to your calendar screen.

  •  Outlook 2016/2013 for Windows default calendar sharing modification:
      1. Start Outlook.
      2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 or 2013 for Windows client.
      3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
      4. Right or alternate click on the calendar, and then click Properties from the drop-down menu.
      5. Select the Permissions tab at the top of the Calendar Properties window that opens.

        By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user.

      6. Make sure the Default name is selected, and use the options within the Read box to change the desired default read permissions for your calendar.

        To fully restrict others from seeing your calendar, set the Read permission level to "None". This setting will only restrict others from viewing your availability, but they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, use "Free/Busy time, subject, location" or "Full Details".

        Please note that the Anonymous name is for campus users who have not yet migrated to Office 365, or users who are entirely outside of the UW-Madison system. If you wish to change permissions for these groups of people, you will need to change them here. Do not delete this user.

      7. When you are done setting your permissions, click on Apply and then OK to exit the Calendar Properties window.

  •  Outlook 2016 for Mac default calendar sharing modification:
      1. Start Outlook 2016 for Mac.
      2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower-left hand corner of the Outlook 2016 for Mac client.
      3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
      4. On the top ribbon, select the Home tab.
      5. Click on Calendar Permissions, this will open the Calendar Properties window.

        By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user.

      6. Make sure the Default user is selected, and use the options within the Read box to change the desired default read permissions for your calendar.

        To fully restrict others from seeing your calendar, set the Read permission level to "None". This setting will only restrict others from viewing your availability, but they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, use "Free/Busy time, subject, location" or "Full Details".

        Please note that the Anonymous name is for campus users who have not yet migrated to Office 365, or users who are entirely outside of the UW-Madison system. If you wish to change permissions for these groups of people, you will need to change them here. Do not delete this user.

      7. When you are done setting your permissions, click OK to exit the Calendar Properties window.


Sharing your calendar externally

Note: For all clients, starting/stopping publishing your calendar must be done via Outlook on the web.

  •  Start publishing:
      1. Login to Outlook on the web.
      2. Open the App Launcher in the top left-hand corner of the Outlook on the web window.
      3. Select Calendar from the list of available apps.
      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 Permissions... from the drop-down menu.
      6. Underneath the Outside my organization section, look for Public calendar, and select the level of access in the drop-down menu to be, "Full details".
      7. Click Save, which will save your settings and return you to the calendar screen.
      8. To find the URLs you can use to view or subscribe to your calendar, go back to the calendar list on the left-hand side of the window, right or alternate click on "Calendar" again, and select Permissions... from the drop-down menu.

        The "View calendar" URL (.html) is for users who will be viewing your calendar via a web browser.

        The "Subscribe to calendar" URL (.ics) is for users who will be subscribing to your calendar via web or local clients, such as Outlook 2016 for Windows.

        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:
      1. Login to Outlook on the web.
      2. Open the App Launcher in the top left-hand corner of the Outlook on the web window.
      3. Select Calendar from the list of available apps.
      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 Permissions... from the drop-down menu.
      6. Underneath the Outside my organization section, look for Public calendar, and select the level of access in the drop-down menu to be, "Not shared".
      7. Click Save, which will save your settings and return you to the calendar screen.

See Also:




Keywords:microsoft office365 o365 share calendar public permission outlook publish owa outlook 2016 2013 windows mac outlook web app outlook on the web sharing publishing public URL office o365 microsoft 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 owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate   Doc ID:62749
Owner:Ara M.Group:Office 365
Created:2016-04-15 12:13 CDTUpdated:2016-08-22 11:57 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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