How to Share your Calendar with Other Users in Microsoft Outlook 2003

November 26, 2007

If Outlook is set up to use a Microsoft Exchange Server, then you can use Shared Calendars, a handy little feature.

Note: Sharing your calendar gives other users access to the details of you appointments, subject, location, etc. You do not have to share your calendar if all you want to do is let other user’s know when you are available, that is already done using the Free / Busy Information.

Using the Navigation Pane:

Step 1: Click on the Calendar Shortcut button

In Outlook, Click on the Calendar Button in the Navigation Pane. The button may look like this:

Or if the shortcut bar is not expanded, it may look like this:

Step 2: Click the Share My Calendar Link

Scroll down to the Bottom of the pane, and there is a link titled “Share my Calendar”.

Note: The “Share my Calendar” Option only shows up if you are using a Microsoft Exchange Server.

After Clicking the link, the Calendar Properties page will come up, and you can assign specific permissions.

Step 3: Use the Calendar Properties Page to Assign Users the Appropriate Permissions

Below you’ll see a picture of the Calendar Properties Page

The “Default” entry is used to set the permissions that you want all of the users in your organization to have.

If you only want specific users in your organization to have access, leave the default permissions in place, and use the “Add” button to add users from the Address book.

Once you have added users, you can assign them permissions by highlighting the appropriate user, and check or uncheck the check boxes corresponding to the permissions you want to grant or deny.

Shortcut

The quickest way to set permissions is to use the “Permission Level” Drop Down. The Reviewer role gives the user selected read only access to your calendar. You can also use these to quickly give a user some basic permissions, and then make the specific changes that you want.

I also have a post that shows you how to open other user’s shared calendars in Outlook 2003.

Also on Port 16:

How to Open a Shared Calendar in Outlook 2003

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Posted in Calendars, Groupware, Microsoft, Office 2003, Outlook