Computing & Communications Center
Helpdesk

Sharing Calendars in Exchange

Shared calendars are a great feature available to people using the WPI Exchange server. On this page, we will describe how to share your calendar, how to specify the permissions that other people have to your calendar, and how to open a shared calendar you have access to.

Sharing Your Calendar

NOTE: This process is only appropriate for sharing personal calendars. To set up a shared calendar for a department, please contact the Helpdesk and we will be glad to assist you.

Setting Folder Visible Permissions on Your Mailbox

  1. Open the Outlook client.
  2. Click on Calendar on the folder list on the left side of the screen.
  3. Right-click on your calendar and select Change Sharing Permissions...
  4. Click the Add... button. (Please note that you should not change the "Default" or "Anonymous" permissions.  Doing so could allow anyone to have access to your calendar")
  5. Select someone who should have access from the Global Address List (GAL).
  6. Press OK.
  7. Select the new user and confirm Permission Level is set to Reviewer access.
  8. Repeat steps 4-8 as necessary.
  9. Press OK.

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Opening a Shared Calendar

  1. Open the Outlook client.
  2. Click on Calendar on the folder list on the left side of the screen.
  3. Now click on Open a Shared Calendar...
  4. If you are opening a shared calendar that belongs to an individual, enter the owner's name Last Name, First Name. You can also select Name... to get to a full list of people to select.
  5. If you go to the drop-down box on the right side of the Global Address List you can also select "All Rooms" which will show only calendars that are specified to be rooms.  This is useful when looking for conference room calendars.  When you find what you want select OK and it will bring you back to the Open a Shared Calendar dialog as shown in step 4.
  6. Click OK.
  7. On the calendar list on the left side of the screen, you should now see the shared calendar listed under Other Calendars. To display the calendar, click the checkbox next to it.

Occasionally, Outlook may not be using the most recent version of the GAL, which may prevent you from finding a valid shared calendar in the directory. Downloading the most recent version of the GAL will fix the problem. To update the GAL, click on Tools, then select Send/Receive, then select Download Address Book. Choose Download changes since last Send/Receive and Full Details, then click OK. If your GAL has not been updated recently, this may take several minutes.

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Last modified: Jun 22, 2010, 20:24 EDT
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