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 the desired 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' (Outlook desktop client) or 'My Organization' (Outlook on the web) user/account.

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's default limit is set to retrieve data for six months from the current date.


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" - select it.
      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 grant them.
      6. In the Share box, type the name or email address of whom you want to share your calendar with.
      7. After you've selected the person you want to share your calendar with, select the level of permissions from the drop-down menu located to the right of their name/address.
      8. Click Share. The user will receive an email notifying them of the permissions you granted.
      9. Click Done to return to your calendar view.

      NOTES:

      • - When sharing a calendar other than your primary calendar -- such as a project calendar that you created -- you cannot select Delegate.
      • - 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.
      • - 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 others in your organization, or federated organizations, can see when viewing your calendar in Scheduling Assistant.

  •  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 on the web default calendar sharing modification:
      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 all your calendars. Your default or primary calendar is labeled "Calendar" - select it.
      5. On the next screen, next to "My Organization", select the desired permission you want to grant all other UW-Madison Office 365 users.
      6. 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.


  •  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. In addition, the published calendar will return data for a 6-month period from the current date.

  •  Start publishing:
      1. Login to Outlook on the web.
      2. Click Settings (gear icon) located in the upper right corner - next to your avatar.
      3. Select Calendar from within the "Your app settings" area.
      4. Select Calendar | Shared calendars | Calendar publishing.
      5. Select Calendar within "Select a calendar" select box.
      6. Select the desired permissions from within "Select permissions" select box.
      7. Click Save.

      The "HTML" url is for users who will be viewing your calendar via a web browser. The "ICS" url is for users who will be subscribing to your calendar via web or local clients, such as Outlook 2016 for Windows. Copy the url and provide it to the desired user(s).

      Note: Remember, subscribing to a calendar in this method does not allow for any modifications to be made as it only provides 'read/view' access to calendar items.


  •  Stop publishing:
      1. Login to Outlook on the web.
      2. Click Settings (gear icon) located in the upper right corner - next to your avatar.
      3. Select Calendar from within the "Your app settings" area.
      4. Select Calendar | Shared calendars | Calendar publishing.
      5. Select Calendar within "Select a calendar" select box.
      6. Select Not shared from within "Select permissions" select box.
      7. Click Save.

      Any url (HTML or ICS) you had shared with others will stop working.


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:2017-03-17 12:57 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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