Calendaring - Sharing and Delegating Your Personal Calendar

These instruction do not apply to team/group shared calendars. They are only for your personal MIT calendar.

On this page:

Overview

Your personal calendars can be shared with other users.

• Sharing your calendar allows other users to view or "pencil in" events and receive calendar invites and notifications for your calendar. Although calendar sharing gives another user read or write access, ownership of your calendar stays exclusively with you.

• Delegation allows you to permit other Exchange users to view and send email/calendaring information on your behalf. This allows, for example, an assistant to answer invitations on behalf of a supervisor.

Outlook For Windows

Share your calendar via email

1. Click Calendar.

2. Click Home > E-mail Calendar.

3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

4. Set any other options you want, then click OK.

5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.

The person you've sent your calendar will see a snapshot of it in the message.

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.

Share your Office M365 calendar with people inside your organization

If you have an Office M365 or other Microsoft Exchange-based email account, and you want to share your calendar with someone who is inside you can give them permissions to view your calendar.

Share your calendar with people inside your organization

1. Click Calendar.

2. Click Home > Share Calendar.

3. In the email that opens, type the name of the person in your organization with whom you want to share your calendar in the To box. In Details, specify the level of details that you want to share with the person in your organization, and then click Send.

4. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar.

The shared calendar displays in the Calendar list.

Share your calendar with people outside your organization

Unfortunately MIT's instance of Exchange does not allow for users to share their calendar with people outside the organization.

Change permissions after you have shared your calendar with other people

You can change calendar sharing permissions.

1.Click Calendar.

2.Click Home > Calendar Permissions.

3. On the Permissions tab, make any changes to the calendar sharing permissions.

4. Click OK.to save your changes.

Outlook For Macintosh

Share your personal calendar in Outlook 2016.

You can share your calendars in Outlook 2016 for Mac with others. Permissions you can set range from co-owner to view-only, and you can take away their permissions to see your calendar at any time.

Important: To share your calendar, both you and the person you want to share it with must both have Microsoft Exchange accounts.

Share a calendar with someone

1. At the bottom of the navigation pane, click Calendar

2.Select the calendar you want to share

3.On the Organize tab, click Calendar Permission.

 4.  In the Calendar Properties box, click Add User.

5. In the Search box, type the name of the person with whom you want to share your calendar.

6. When you see their name appear in the list, click it and then click Add.

Tip: Their name will show up in the Calendar Properties box.

7.  In the Calendar Properties box, click the Permission Level down arrow, and choose the permission level to assign to the person you added. Note that the default Read, Write, Delete, and Other options change based on the permission level you choose.

8. Check the boxes that apply in the Read, Write, Delete, and Other sections, and then click OK.

Permission levels defined

You can grant different permission levels to different individuals. The default is free/busy, which shows only your free/busy status in the scheduling assistant.

In order for Mac users to see your calendar in iCalendar, they'll need to be assigned the Reviewer permission level.

This table explains the privileges that are associated with each permission level.

Remove calendar sharing permissions

1. At the bottom of the navigation pane, click Calendar.
2. Select the user you want to remove calendaring permissions from.
3. On the Organize tab, click Calendar Permissions.

4. In the Calendar Properties box, click Remove, and click OK.