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Accessing and Sharing Calendars

If someone has granted you permission to view their calendar or act as their delegate, you will need to open their calendar. The following instructions will walk you through doing this.

If you want to allow other people to view your calendar, you will need to share your calendar with that person.  The following instructions will walk you through doing this.

Resources are anything other than people which can be scheduled. Resources are generally rooms or equipment, but special types of resources can be created, such as a group-wide vacation calendar or other scheduling calendar. Resource calendars are opened in a client the same as you would any calendar for which you have sharing or delegate permission.

To book a resource you simply invite it to a new meeting, just as you would people.


Accessing a Shared Calendar in Outlook 2007

  1. In Calendar view, select “Open a Shared Calendar".

  2. In the resulting dialog box, click the “Name” button and select the desired calendar owner from the Global Address List (GAL), then click OK.

  3. If the calendar owner has granted you viewing rights, her/his calendar will open in a new window, and a checkbox will be added to your list of Other People’s Calendars.

  4. If you do not yet have permission to view that calendar, you can request sharing rights when prompted by the “Permissions Not Granted” dialog box.

Sharing Your Calendar in Outlook 2007

  1. In Calendar view, select “Share My Calendar”.

  2. In the resulting window, click the “To” button and select the desired calendar owner(s) from the Global Address List (GAL). When all desired calendar owners are listed in the “To” field, click “OK.”

  3. To request mutual viewing rights for these calendars, select both checkboxes at the top of the sharing invitation.

  4. When you receive an e-mail requesting that you share your calendar, click either “Allow” or “Deny” at the top of the e-mail notification.

  5. When you receive e-mail notification that a calendar has been shared with you, click “Open Calendar” at the top of the e-mail That calendar will then open, and a checkbox shortcut will be added to your list of “Other People’s Calendars.”

Accessing a Shared Calendar in Outlook 2010

  1. Open Outlook. Click the Calendar button on the navigation pane.

  2. Click the Open Calendar drop down menu. Select Open Shared Calendar...

  3. Click the Name... button

  4. Select the name of the person whose calendar you would like to view from the list. Click OK. (Note: This person must first grant you permission to view their calendar)

  5. Click OK.

  6. The shared calendar will appear on the right side of your screen. You can click the name of the calendar, and view its content.

Sharing Your Calendar in Outlook 2010

  1. Open Outlook. Click the Calendar button on the navigation pane.

  2. Right click your Exchange calendar, then click Properties from the drop-down menu.

  3. Click the Permissions tab at the top of the window.

  4. Click the Add... 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.

  6. You must click the Add button, to have the name appear in the Add text field. Then you can click OK.

  7. 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.

  8. Now the person you have shared your calendar with has the proper permissions.

TIP: The name of the shared calendar will also appear on the left-hand side of the screen with a checkbox beside it. Uncheck this box to close the shared calendar. You can recheck this box later to view the shared calendar again.

Accessing a Shared Calendar in OWA

  1. In any web browser, open OWA by going to: https://mail.ohio.edu/owa/username@ohio.edu/?cmd=contents&f=calendar (replace “username@ohio.edu” with the address of the desired calendar)

  2. Log in with your Ohio ID and password

Accessing a Shared Calendar in Entourage/Outlook 2011 for Mac

  1. From the File menu, choose Open Other User’s Folder.

  2. Click the Find User icon , then type the name into the search field at the top and click Find.

  3. Click on the name from the list below the search field and click OK. 

  4. On the Type pop-up menu, select Calendar, then click OK.

  5. A folder with their name will appear in the navigation pane.

  6. Expand the folder by clicking the arrow beside it and click on their calendar.

  7. There may be a slight delay before their meetings appear.

Note: To remove the calendar, highlight the calendar you would like to remove and choose Remove Account from View from the Edit menu.

Sharing Your Calendar in Entourage/Outlook 2011 for Mac

  1. Click on the Calendar you want to share.

  2. Go to the Edit menu and select Folder Properties.

  3. Select the Permissions tab (From the Folder Properties: Calendar window).

  4. If you want to grant specific rights to specific people, click the Add User… button.

  5. Type the user's name in the field and click Find.

  6. Highlight the name in the list and click OK.

  7. You will then return to the Permissions tab of the Folder Properties dialog.

  8. Highlight the person’s account you just added, and adjust the permissions appropriately (Reviewer, or Editor to allow the user to manage your calendar) in the Permission Level drop-down menu.

Accessing a Shared Calendar in iCal (Snow Leopard)

  1. Launch iCal.

  2. From the iCal menu, select Preferences, and click on the Accounts category.

  3. Select your Exchange account.

  4. Click on the Delegation tab.

  5. Click on the + button.

  6. Type the name of the individual or room for which you act as a delegate or that you have rights to view.

  7. Exit the iCal Preferences dialog.

  8. In iCal, you should now see that person’s or room’s calendar listed under the Delegate section on the left.

Sharing Your Calendar Using iCal (Snow Leopard)

Please make sure you have configured your iCal, Mail, and Address Book applications in Snow Leopard as instructed.

  1. Launch the iCal program.

  2. Go to the iCal menu and select Preferences

  3. Select the Accounts category, then select your Exchange account in the list of accounts on the left.

  4. Click the Delegation tab.

  5. Click the Edit button near the bottom of the window.

  6. From here, you can see who already has access to your calendar, what level of access they have, and add or delete others.

  7. To add access for someone:

    • Click the + button.
    • Type the name of the individual you want to share you calendar with.
    • From the Calendars column, select the level of access you want to give that person.
    • From the Tasks column, select the level of access you want to give that person.
  8. To remove access for someone:

    • Select that person in the list.
    • Click the minus (-) button.
  9. To adjust access for someone who is already listed:

    • From the Calendars column, select the level of access you want to give that person.
    • From the Tasks column, select the level of access you want to give that person.
  10.  When you have finished adjusting access rights for others, click the Done button.