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Share calendar: Outlook 2010

To provide others with the ability to view your calendar, you can share your calendar with specific people.  If desired, you can also allow others to edit items on your calendar and schedule meetings on your behalf.

What is the difference between delegating a calendar and sharing one?

Delegate: When you delegate a calendar, you allow someone else to fully manage your calendar on your behalf. Please see Delegate Access: Outlook 2010  for more information.

Sharing: When sharing your calendar with Editor permissions, you allow someone to create new meetings and make changes to your calendar on your behalf, but this person will not receive any meeting related emails. Any updates, cancellations, requests or other calendar related messages will not be received by this person.

  1. Select Calendar from the task pane.  From the Home tab, select Share Calendar.

    Share Calendar Outlook 2010

  2. Click To... to access the Global Address List or type in the person's name in the space provided.

    Share Calendar Outlook 2010

  3. The option Allow recipient to view your calendar should already be checked. Place a check beside Request permission to view recipient’s calendar if you would also like to request permission to view your recipient’s calendar.
  4. You can include a personal message in the invitation window if you wish.
  5. Click Send.
  6. Click Yes when prompted to verify sharing your calendar.

    Share Calendar Outlook 2010

Note: By default, sharing your calendar in Outlook 2010 gives the recipient Reviewer permissions. This permission level gives the recipient the ability only to read your calendar.

To change the permission levels on a shared calendar:

  1. Select the Calendar icon from the task pane. From the Home tab, select Calendar Permissions.

    Share Calendar Outlook 2010

  2. Adjust permissions using the Calendar Properties dialog box.

    Share Calendar Outlook 2010

  3. From the list of user names, select the person you would like to change sharing permissions.
  4. Use the pull-down menu beside Permission Level and choose the appropriate level of permission for your calendar. Typical permissions are Reviewer, Author or Editor. You can find full details on the various permission levels at the end of this tutorial.
  5. Once you have modified the permissions for your calendar, click OK.

Permission level descriptions:

Owner: Create, read, modify and delete all items and files and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder.

Publishing Editor: Create, read, modify and delete all items and files and create subfolders.

Editor: Create, read, modify and delete all items and files.

Publishing Author:  Create and read items and files, create subfolders and modify and delete items and files that you create

Author: Create and read items and files and modify and delete items and files that you create.

Contributor:  Create items and files only. The contents of the folder do not appear.

Reviewer: Read items and files only.

How-tos

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