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Outlook 2007 Calendaring - Set Sharing or Delegate Access

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For an overview of shared and delegate access, see Exchange Calendaring: Sharing and Delegating.

Set/Request Sharing Access

When sharing your calendar, you control how much detail others may see. The default setting for an individual is "Reviewer", which lets that person view all the details on your calendar but not make any changes to it.

Share Your Calendar with Other Exchange Users

  1. In the left-hand navigation pane, click the link Share My Calendar.
    Result: The Sharing request window opens.
  2. In the To field, enter the name of the person with whom you wish to share your calendar; separate multiple names with semi-colons.
  3. If not checked, check Allow recipient to view your Calendar.

  4. Click Send.
    Result: You will be prompted to confirm your action and an email will be sent to each recipient.

Request Permission to Access Another's Calendar

Combine the following steps with those above, Share Your Calendar..., or if you do not wish to give the recipient permission to view your calendar, initiate as a separate process.

  1. In the left-hand navigation pane, click the link Share My Calendar.
    Result: The Sharing request window opens.
  2. In the To... field, enter the name of the person whose permission you are requesting; separate multiple names with semi-colons.
  3. Click to check Request permission to view recipient's calendar. (To not give the recipient permission to view your calendar, uncheck Allow recipient to view your calendar.)
  4. Click Send.
    Result: An email will be sent to each recipient, who must Allow or Deny your request.

Change Sharing Permissions

  1. In the navigation pane, right-click on your Calendar (under My Calendars) and select Change Sharing Permissions from the menu.

  2. Click to select the name of the person whose permissions you wish to change.
  3. Click the Permission Level drop-down menu and select the appropriate category. For the majority of situations at MIT, and for simplicity, IS&T recommends Free/Busy time, Reviewer, Author, or Editor.

  4. Click OK or Apply.

Set Delegate Access

You set delegate access to your Calendar and other Exchange folders in Outlook. When you set up another person as a delegate, that person can access a specified area within Outlook or Entourage and act upon that area according to the permissions given. Your delegate then acts on your behalf. Email associated with meetings managed by your delegate will be sent as being from you, with your delegate's name appearing on the invitation.

Warning: You need to disable downloading shared folders for calendaring when you act as a delegate or some entries may not be pushed to the server and will not appear on the calendar. See: [Q: How do I turn off Downloading Shared Folders for Calendaring so I can work as a delegate?]

The following instructions are for setting up a delegate to your Exchange calendar.

  1. In Outlook, go to Tools > Options and click the Delegates tab.
  2. Click Add.

  3. In the Add Users window, at the top click More columns (if not already selected). In the Search box, enter last name, first name, or username of the person you wish to add. (The Address Book drop-down should say "MIT Directory.")
    Result: All people in the MIT Directory with a matching name will be listed; you may need to scroll to find the person you are looking for.
  4. Click to select the person, then click the Add - > button at the bottom of the window.
    _Result: _The Add Users window will look similar to the following.

  5. Click OK.
  6. In the Delegate Permissions window, click on the drop-down menu to the right of Calendar and select the appropriate permission level. For a delegate, the permission level should be Editor or Author.

  7. Click OK.
  8. In the Options > Delegates window, click OK.

Related Links

Calendaring Help Wizard
Exchange Calendaring: Sharing and Delegating
Exchange Calendaring: Acting as a Delegate

IS&T Contributions

Documentation and information provided by IS&T staff members

Last Modified:

September 14, 2016

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