Staff Email - Sharing your personal calendar

Although you can view your personal calendar in any of the supported applications for the MS Exchange email service for staff, it is only possible to share out your personal calendar using Outlook or Entourage. For that reason you may need to configure one of these applications first before following the steps below to share your personal calendar.

• Share out your Personal Calendar in Outlook 2007 or Outlook 2010 (PC)
• Share out your Personal Calendar in Outlook 2011 (Mac)
• Share out your Personal Calendar in Entourage 2008 (Mac)

Share out your Personal Calendar using Outlook 2007 or Outlook 2010 (PC)

When you are ready to share your Personal Calendar to other users you may manually assign a set of permissions. Alternatively you can quickly send individual invitations to users to view your calendar, with read-only access, where this level of access is all that is required.

Manually Assign a Set of Permissions

1. Launch Outlook
2. Click Go - Calendar from the main menu or choose Calendar from the bottom left
3. In this view you may see a number of calendars listed. Your personal calendar is the first calendar listed under My Calendars and is called Calendar
4. Right-click on this calendar and choose Change sharing permissions or Share - Calendar Permissions
   
   
   
   
5. The 'Calendar Properties' window will open. Click the 'Add' button.
6. You will be asked to select the user or group you want to share out your calendar to. Make sure that the 'Address Book' field is set to the 'Global Address List' and the 'More columns' radio button is selected.
   
   
   
   
7. Enter the user name or group name in the search field and click 'Go'. The person's name or the group name will be displayed. Choose the appropriate name from the list returned. Click the add button and click OK. Repeat to add other users or groups and click OK when done.
   
   
8. The next step is to assign the level of permissions this user or group has to your calendar. In the Calendar Properties window, locate the user or group you have just added in the list and you will see default the default 'Permission Level' given is free/busy time, you can change this to another permission level if you want.
   
   First click on the user or group name and then in the Permission section click on the permission level field and choose the level of permissions you want to give this user or group. The two most common options would be Reviewer to allow the user or group to only see your calendar but make no changes or Editor which allows the user or group to make changes to your calendar. You will notice as you choose different permission levels the fields below such as Read, Write, Delete Items and Other change accordingly.
   
   
   
   
9. Repeat steps 7 and 8 as required. Note that if you are adding a group list you can right click on the group name and choose properties to see who is a member of this group list.
10. Once you have finished applying permissions click 'Apply' and then OK.

Send Individual Invitations

This is a quick method of allowing a user or group to view your calendar:

1. Launch Outlook
2. Click Go - Calendar from the main menu or choose Calendar from the bottom left
3. In this view you may see a number of calendars listed. Your personal calendar is the first calendar listed under My Calendars and is called Calendar
4. Right-click on this calendar and choose Share Calendar or Share - Share Calendar
   
   
   
   
   
5. A sharing invitation email window will open. You may enter individual email address here and skip to step 9 or follow from step 5 to search for the users and groups you wish to share your calendar to.
6. Click 'To'
7. Choose 'More columns' beside 'Search'
8. Choose 'Global Address List' under 'Address Book'
   
   
   
   
9. Enter the user name or group name in the search field and click 'Go'. The person's name or the group name will be displayed. Choose the appropriate name from the list returned. Click the add button and click OK. Repeat to add other users or groups and click OK when done.
10. In the invitation email you also have the option to ask the other user(s) for permission to see their calendar.
    
    
    
    
11. Click the Send button when done.  The user and/or group will receive your email invitation and will need to accept your invitation in order to view your calendar

Share out your Personal Calendar using Outlook 2011 (Mac)

Before following the steps below you must already have configured Outlook 2011 to view your email.

1. Launch Outlook 2011
2. Choose Calendar on the list of options towards the bottom left, as below
   
   
   
   
3. Choose the Home tab at the top and then Permissions button, as below
   
   
   
   
4. Click the Add User... button.
   
   
5. Type in the name you want to find and search for it. Select the name of the person with which you would like to share your calendar and click OK.
   
   
6. Select the Permission Level: you would like to grant that person.  The most common permission level is Reviewer, which allows others to see events on your calendar but prevents them from editing or removing events from your calendar. Click OK
   
   
7. Now the person you have shared your calendar with has the appropriate permissions and can view your calendar.

Share out your Personal Calendar using Entourage 2008 (Mac)

1. Launch Entourage
2. Hold the Control key and click the 'Calendar' icon on the left of the screen (this will have a green tick against it). Choose 'Sharing' from the drop down menu.
3. The 'Folder Properties: Calendar' window is displayed. Choose 'Permissions' tab and you will see the default users who already have access to your calendar.
4. Click the 'Add User' button
5. Enter the name of the user you want to share your calendar to into the 'Find' field
6. Click the 'Find' button, locate and select the user you require and click OK.
7. Choose the Permission Level for this user in the 'Permission Level' field and then click 'OK'.
8. Repeat steps 4-7 to add further names.