Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - 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 (set via the Wisc Account Administration tool), or be set as an owner of the resource via an Outlook desktop client before you can manage permissions to a resource calendar.

Note: To better understand the permission levels in Office 365, please see Office 365 - Mail and Calendar folder permission levels.

Note: To edit a resource calendar, you must access the resource directly from the account that is given editing rights. A service account that has been granted access to a resource calendar cannot edit the resource calendar when accessed through a NetID. You must login to the service account directly using: Office 365 - How to access a Service Account.


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 Office 365 account via Outlook on the web.
          2. Click your name in the top right corner and select Open another mailbox from the dropdown 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 the resource calendar:

          1. As the resource owner, log into Office 365 account via Outlook on the web.
          2. Click your name in the top right corner and select Open another mailbox from the dropdown 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 permissions... from the dropdown. Important: If the Sharing 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:
            1. 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

            2. Click Save.

              Save Changes



  •  Manage permissions to a resource in Outlook 2016 for Windows:

    Note: You must access the resource directly from the account that has been assigned the necessary permissions (owner). If a service account has been granted access to a resource calendar, you cannot access the resource calendar when logged in through a NetID (linked login). You must login to the service account directly using its credentials: Office 365 - How to access a Service Account.


      1. Start Outlook.
      2. Go to your calendar by clicking "Calendar" or the icon near the bottom right of the Outlook client, and right-click on the the name of the resource calendar.
      3. From the sub-menu, select Properties. Outlook may take several minutes to process this action. You may receive a "Not Responding" message - be patient and let Outlook complete this request.
      4. From the 'Calendar Properties' screen, click Permissions tab.
      5. Follow the steps per your needs:
        •  Add new user

            1. Click Add button.
            2. Make sure you are searching against the "Global Address List", enter the name or fully qualified email address of the individual and click Go.
            3. Select their name from the list and click the Add button.
            4. Click OK.
            5. On the properties screen, make sure their name is selected, then select the level of permissions you would like to grant them.
            6. Click OK to save your changes.

        •  Modify existing user

            1. Select/highlight the name of the person you'd like to change permissions for, and make the changes that you want.

              Important: If you want to change the default permissions to the calendar from "Free/busy" only, highlight "Default" in the user list, and change the Permission Level to what you desire (e.g. select Reviewer from the "Permission Level" select box, and the "Default" view will include "Full details."

            2. Click OK to save your changes.
            3. Note: To remove a person, select their name and click the Remove button.



  •  Manage permissions to a resource in Outlook 2016 for Mac:

    Note: You must access the resource directly from the account that has been assigned the necessary permissions (owner). If a service account has been granted access to a resource calendar, you cannot access the resource calendar when logged in through a NetID (linked login). You must login to the service account directly using its credentials: Office 365 - How to access a Service Account.


      1. Start Outlook.
      2. Go to your calendar by clicking "Calendar" or the icon near the bottom right of the Outlook client, and right-click on the the name of the resource calendar.
      3. From the drop-down menu, select Sharing Permissions. Outlook may take several minutes to process this action. You may receive a "Not Responding" message, please be patient and let Outlook complete the request.
      4. From the 'Calendar Properties' screen, click Permissions tab.
      5. Follow the steps per your needs:
        •  Add new user

            1. Click Add User... button.
            2. Enter the name or fully qualified email address of the individual.
            3. Select their name from the list and click the OK button.
            4. On the properties screen, make sure their name is selected, then select the level of permissions you would like to grant them.
            5. Click OK to save your changes.

        •  Modify existing user

            1. Follow the same steps as above, but instead of adding a new person, select the name of the person you'd like to change permissions for.
            2. Make sure the correct person is selected, and then set the level of permissions that you want.

              Important: If you want to change the default permissions to the calendar from "Free/busy" only, highlight "Default" in the user list, and change the Permission Level to what you desire (e.g. select Reviewer from the "Permission Level" select box, and the "Default" view will include "Full details."

            3. To remove a person, click Remove below the list of names.
            4. Click OK to save your changes.

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. Click Settings Settings located in the top-right corner of the window.
      4. Select Calendar from within the 'Your app settings' area.

        Your app settings

      5. Select Shared calendars > Calendar publishing from the left panel menu.

        Calendar settings

      6. To start publishing, select a calendar from within the "Select a calendar" drop-down menu, then select a permission level from the "Select permissions" drop-down menu. Click Save to generate the HTML and ICS links.

        Start publishing

        Important: After you have set these permissions, provide the desired url to the external users you want to share this resource calendar with.

        To stop publishing, select a calendar from within the "Select a calendar" drop-down menu, then select "Not shared" from the "Select permissions" drop-down menu. Click Save. Important: any user using the published url will no longer work.



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 a 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) located at the bottom left corner of the resource window.
      4. From your list of calendars on the left-hand side of the window, find "Your calendars", underneath this will be your default calendar, labeled "Calendar".
      5. Right or alternate click on the calendar, and click Sharing 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 outlook web owa 2016 2013 windows mac work on behalf of resource calendar schedule 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 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   Doc ID:63553
Owner:Ara M.Group:Office 365
Created:2016-05-20 11:08 CDTUpdated:2018-08-16 08:23 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, ShareURL
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