Monday, March 8, 2010

Sharing your calendar in Outlook 2003/2007

Before You Begin

When you share your calendar with someone, that person can open your calendar. You can give permission to create meetings on your behalf and to make other changes.

There are several types of sharing; here are two common choices:

  • Reviewer - Allows a person to see your calendar, but not make changes to it.
  • Editor - Allows a person to see and make changes to your calendar. An editor can create meetings on your behalf.

What's the difference between delegates and sharing?

The most important difference between delegates and sharing has to do with the Editor delegate type.

If you make someone an editor delegate, you can make that person receive meeting-related emails sent to you. When someone invites you to a meeting, both you and your delegate receive the email invite. Your delegate can then accept or decline the meeting on your behalf.

If you just share your calendar with someone (even if you make that person an editor), he or she will not receive meeting-related emails sent to you. You can allow that person to create meetings on your behalf and make other changes to your calendar, but you are responsible for accepting and declining your own meeting requests.

If you decide to add someone as your delegate, refer to 1253: Adding a delegate to your calendar in Outlook 2003/2007. You do not need to follow the instructions below. When you establish a delegate, your calendar is automatically shared with that person.

Sharing Your Calendar

To share your calendar in Outlook 2003/2007, do the following:

  1. Open Outlook 2003 or Outlook 2007.
  2. Click Calendar on the left side of the window, or click Go > Calendar.
  3. Locate the area labeled, My Calendars, on the left side of the window. Your calendar is found here—it's probably called "Calendar" (not "Calendar in Personal Folders").
  4. Open your calendar's sharing permissions:
    • If you are using Outlook 2003, right-click on your calendar and selectSharing....
    • If you are using Outlook 2007, right-click on your calendar and selectProperties. Then click Permissions.
  5. Click Add....
  6. Type the last name of the person you want to share your calendar with. To search by anything other than last name, click Advanced Find.
  7. Double-click on a name to add that person. Each name appears in the Add box at the bottom of the window.
  8. Make sure there are no duplicate names in the Add box. Then click OK.
  9. Select one of the names you just added. Right now, the Permission Level is None.
  10. Select a role from the Permission Level drop-down menu. Reviewer and editor, two common permission levels (types of sharing), are described above.
  11. If you added multiple people in step 8, above, make sure you assign a permission level to each person.
  12. When you are done, click Apply and then click OK.

Your Exchange calendar is now shared. You should inform those you shared your calendar with so they can open it in Outlook or Entourage.

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