Email: Sharing Exchange Calendars
Exchange is designed for individual users to be able to manage and share their folders with other Exchange users. Before beginning, it is a good idea for both parties to verify the permissions needed. Requirements for sharing the Outlook calendar:
- Who will be granted permission
- Each grantee must have an Exchange account
- What permission level will be granted
- Owner
- Editor
- Author
- Reviewer
- Contributor
To share a calendar, right click on your name at the top level of your exchange folders, choose Properties, which opens the Properties window, select the Permissions tab, click Add, then select a user from the Global List. Click OK after adding the user you've selected. The Global List will close leaving the Permissions window open.
Set Permissions - Root Level
Highlighting one at a time each of the users you have selected in the previous step, choose the appropriate permission level from the drop-down box. At the
root level of your Exchange folders, you will only need to give Reviewer permissions. Be careful not to assign permissions higher than this at the root level, since it may allow that user to have more access than they should have to all folders below that. Click Apply after each user; once complete, click OK.
Setting Permissions - Calendar Specific
To set the specific, and higher level, permissions to your Calendar only, right click the Calendar folder in your Exchange folder list. Select Properties and choose the Permissions tab. Again, adding and selecting each user one at a time, assign the appropriate permission level to each colleague. You can see what level of permission will be granted to the user by selecting a permission, such as Publishing Editor, and noting the boxes which are checked. Click Apply after each user. When finished with all, click OK.
At this point, whoever has been given permissions should be able to open the Calendar within Outlook on their own PC.
Viewing the Calendar
In order for shared users to view other Calendars within their Folder List, they must add it within their own Outlook. They will click Tools, Email Accounts, then choose View or Change Existing Accounts, then Next.
Then, highlight the Exchange account and click Change.
On the next screen, click More Setting and then select the Advanced tab. Click the Add buton and type the person's name exactly as it appears in the global Address List. Then click OK. The format is generally Last Name,First Name with no space, although some entries may have a space between the names. If you get an error message, verify that you have typed the name exactly as it is in the GAL.
After completing this step, the Mailbox is visible under "Open these additional mailboxes." Click Apply and then OK to get back to the Exchange Server Settings. You should choose Next, then Finish. If all permissions were assigned properly, the shared Calendar will be visible now in the folder list. These same steps may be applied to Outlook Contacts, Inbox, or any other folder you wish to share in Outlook.
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