Outlook, managing calendars for others

These steps document how to enable others to manage your calendar. There are two parts to this instruction. The steps in the first part need to be executed by the person whose calendar needs to be viewed/managed by someone else. The steps in the second part need to be executed by the person who needs to manage the others calendar.

These are the instructions for the person whose calendar needs to be managed:

  1. Start Outlook, and click on the Calendar button on the bottom left side of the screen.
    Calendar button
  2. The calendar view will show. Now rightclick on the Calendar entry underneath My Calendars, and you will see a menu. Choose properties.
    My Calendar menu
  3. Choose the tab Permissions.
    My Calendar properties
  4. Click Add. A screen will appear where you need to enter the name of the person who will be managing your calendar.
    Add a person
  5. The name of the person you have added will now appear in the list on the previous dialog (Chiu, C.T. in the example). As a last step you will need to set the correct permissions for the person who is going to view/manage your calendar:
    • In order for someone to manage your calendar, including scheduling and editing your appointments, choose Publishing Editor.
    • In order to grant someone read-only access to your calendar, such that they will be able to see your appointments but not edit them, choose Reviewer.
    Permissions

These are the instructions for the person who needs to manage or view anothers calendar:

  1. Start Outlook, and click on the Calendar button on the bottom left side of the screen.
    Calendar button
  2. You will see the calendar view. Click on Open a shared calendar.
    Open a shared calendar
  3. A menu will open where you need to find the person whose calendar you need to view/manage.
    Persons
  4. Click OK on the add dialog, then verify that you have chosen the correct person before clicking OK again.
    Adding a person
  5. You will see the other persons calendar appearing underneath Other Calendars. The calendar will also appear on the right side of your screen. You can enable or disable the calendar view for specific calendars by removing the checkmark in front of the name.
    List of calendars

Of course if you have any questions feel free to contact the helpdesk.


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