Office 365 (Outlook on the web | Outlook 2016 for Windows/MacOS) - Share a calendar

This document will provide instructions on how to share a calendar within Outlook on the web, Outlook 2016 for Windows, and Outlook 2016 for MacOS.

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

If you want to grant permissions to your entire mailbox, please see: Office 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions


Notes:

  • 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.
  • 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.
  • Managing permissions on a mobile device cannot be performed. Instead, use the Outlook on the web instructions below.

Sharing your calendar with other users

Sharing a calendar:

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. Open the calendar you want to share, and click Share from the top menu bar.

    Share button

  3. This will open a side 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.
  4. When you have found the person you want to share your calendar with, click their entry and select the level of access you want them to have. Note: You will only have the ability to provide read access to users who are not within UW-Madison's Office 365 environment.

    Note: If you have many users who you will be assigning the same set of permissions across multiple accounts, review Office 365 - Use of Security Groups to Manage Permissions document before continuing.

    Calendar access level

  5. After you've selected what level of access you would like this person to have, click Share. This will send an email notifying the person that you have shared your calendar with them, and what level of access you have specified.

Sharing a calendar with other UW-Madison Office 365 users:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

    Calendar permissions

  3. A new window will appear. If you want to add a new user, click Add... to search for the person you want to share your calendar with. If you want to modify the permission level of a person you have already shared your calendar with, find them in the permissions listing.

    Add user

  4. Another window will appear prompting you to search for the user you want to share your calendar with. You can search by name, or more columns such as email address.

    Search users

  5. When you have found the person that you want to share you calendar with, click Add->.

    Note: If you have many users who you will be assigning the same set of permissions across multiple accounts, review Office 365 - Use of Security Groups to Manage Permissions document before continuing.

    Add user

  6. Click OK then click Apply to save the changes.

Sharing a calendar with an external user:

Use the "Outlook on the web" instructions to perform this action.

Sharing a calendar internally within UW-Madison Office 365 users:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

    Calendar permissions

  3. This will open a new window. If you want to add a new user, click Add User... to search for the person you want to share your calendar with. If you want to modify the permission level of a person you have already shared your calendar with, find them in the permissions listing.

    Note: If you have many users who you will be assigning the same set of permissions across multiple accounts, review Office 365 - Use of Security Groups to Manage Permissions document before continuing.

    Add user

  4. Enter the email address or name of the person you want to share with. Highlight their name and click Add.

    Add user
  5. This will add the user with a default permission level of None. Select the level of permissions you want them to have by using the 'Permission Level' drop-down menu.

    Set permission level

  6. When you are ready, click OK to save the changes.

Sharing a calendar with an external user:

Use the "Outlook on the web" instructions to perform this action.

Changing your global default permission level for users within UW-Madison

By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set for the 'Default' (Outlook desktop client) or 'My Organization' (Outlook on the web).

Changing your default calendar sharing level:

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. Open the calendar you want to share, and click Share from the top menu bar.

    Share button

  3. This will open a side panel. Next to "My Organization", select the desired permission you want to grant all other UW-Madison Office 365 users.

    Select permissions for My Oraganization

  4. After making the change, select Done to return to your calendar view.

    Important: Making this change does not affect the permissions you have granted individual users.

Changing your default calendar sharing level:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

    Calendar permissions

  3. A new window will appear. 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.

    Change default sharing permission

    Note: 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.

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

    Important: Making this change does not affect the permissions you have granted individual users.

Changing your default calendar sharing level:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

    Calendar permissions

  3. A new window will appear. 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.

    Change default sharing permission

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

    Important: Making this change does not affect the permissions you have granted individual users.


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 my organization internal external   Doc ID:62749
Owner:Ara M.Group:Office 365
Created:2016-04-15 12:13 CDTUpdated:2017-07-19 10:11 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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