Sharing Your Outlook Calendar

Updated Jul 06, 2020

This article has information about how to share your Outlook calendar, who you should share your calendar with, how to access a shared calendar, and what delegates are.  


Sharing your electronic calendar

1. Go to your myBYUI account and select the Email tab to launch Outlook. 

Email

2. Select Calendar from the bottom left corner.

Calendar

3. Select the calendar you would like to share from the far left.

groups

4. Select Share from the top right of the window. 

share

5. Enter the email address or contact you would like to share with.

sharing and permissions

6. Click the drop-down menu next to the contact you have selected. Choose between the options to determine what permissions your contact might have for the calendar.

sharing and permissions

7. Click the drop-down menu next to People in my organization and select which permissions you would like to allow.

sharing and permissions

8. Click Share.

share

Who to share with

Be sure to only share your calendar with people (e.g. username@byui.edu) or roles (e.g. departmentRole@byui.edu), not mailboxes (e.g. department@byui.edu). 


Accessing a shared folder

You will receive an email informing you that a calendar has been shared with you. Select Open Calendar in the email. 


Delegates

Delegates in Outlook work similarly to office assistants that handle paper mail. When someone is listed as your delegate, they are able to receive and respond to e-mails and meeting requests on your behalf. The following steps will help you to make someone a delegate for your account: 

1. Select the File tab in Outlook. 

file

2. Select Account Settings

account settings

3. Select Delegate Access

delegate access

4. Select Add

add

5. Type in the name (Last, First) of the person you wish to make into a delegate or enter the name into the search bar and then select it from the results list. 

search

6. Select Add, then select OK

add

7. A box will pop up asking you what kind of permissions you want to give your delegate. You may either choose to continue with the default settings, or you can manually change them to fit your needs. 

delegate permissions

8. Select the check box next to Automatically send a message to delegate summarizing these permissions to send an email to your delegate informing them of their delegate status. 

Automatically send a message to delegate summarizing these permissions

9. Select OK.

ok

10. Select OK to finalize the process. 

ok
Permissions

The personal details your delegates can view about you will vary depending on what permissions you give them. Permissions you may set include the following: 

Availability Only: This permission shows that you have an event at a particular time, but no further information. 

Limited Details: This permission will show the time, name, and location of the event. 

Full Details: This permission will show all information about all events on your calendar, except for any that you might have marked as Private. 

Editor: This permission allows delegates to read and create calendar items on your behalf, and to change and/or delete items they create. 

Changing a delegate's permissions

1. Select File on the Outlook desktop app menu.

file

2. Select Account Settings

account settings

3. Select Delegate Access

delegate access

4. Choose the delegate you wish to change permissions for, then select Permissions.  

permissions

5. A box will pop up asking you what kind of permissions you want to give your delegate. Use this pop up to determine what permissions you wish to give the delegate. 

delegate permissions

6. Select the check box next to Automatically send a message to delegate summarizing these permissions to send an email to your delegate informing them of their delegate status. 

Automatically send a message to delegate summarizing these permissions

7. Select OK to finalize the process. 

ok

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