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.


Sharing the resource calendar internally

  •  Manage permissions to a resource in Outlook on the web:

      •  Granting permissions for the first time:

          1. Log into your Office 365 account via 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. Open the App launcher tool app_launcher_icon in the top left of your Outlook on the web window as shown below.
          4. Select Calendar from the list of available apps.
          5. On the top ribbon of the calendar screen, click Share, and then select "Calendar" from the drop-down menu.
          6. This will bring up a new context menu on the right of the screen.
          7. 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.
          8. 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.
          9. 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. Log into your Office 365 account via Outlook on the web.
          2. Open the resource you will be setting permissions for. See this doc for instructions on opening a resource calendar.
          3. Open the app launcher tool app_launcher_icon in the top left of your Outlook on the web window as shown below.
          4. Select Calendar from the list of available apps.
          5. Right-click on the calendar in the "My Calendars" list and select Permissions... from the dropdown.
          6. 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 or 2013 for Windows:

      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:

      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.

Sharing the resource calendar externally

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

  •  Start publishing:
      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. Open the App Launcher tool app_launcher_icon in the top left-hand corner of the Outlook on the web window.
      4. Select Calendar from the list of available apps.
      5. 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".
      6. Right or alternate click on the calendar, and click Permissions... from the drop-down menu.
      7. 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".
      8. Click Save, which will save your settings and return you to the calendar screen.
      9. 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 resource you will be setting permissions for. See this KB document for instructions on how to open a resource calendar.
      3. Open the App Launcher tool app_launcher_icon in the top left-hand corner of the Outlook on the web window.
      4. Select Calendar from the list of available apps.
      5. 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".
      6. Right or alternate click on the calendar, and click Permissions... from the drop-down menu.
      7. 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".
      8. Click Save, which will save your settings and return you to the calendar screen.



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:2016-08-16 14:58 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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