Accessing a Shared Calendar in Outlook

Accessing a Shared Calendar

How do I access a shared calendar? To access a shared calendar, follow these steps:

  1. Outlook (Desktop):

    • Open Outlook and go to the "Calendar" view.
    • Click on "Open Calendar" in the ribbon and select "From Address Book."
    • Search for the shared calendar by name and select it from the list.
    • Click "OK" to add the shared calendar to your calendar view.

  2. Outlook (Web):

    • Log in to Outlook Web Access (OWA).
    • Go to the "Calendar" section.
    • Click on "Add calendar" and select "From directory."
    • Search for the shared calendar by name and select it from the list.
    • Click "Open" to add the shared calendar to your calendar view.

What permissions do I need to access a shared calendar? You need to be granted the appropriate permissions by the calendar owner. These permissions can range from "View Only" to "Full Access." Contact your IT support team or the calendar owner to request access.

 

How to Grant Access to a Shared Calendar

How can I grant access to my shared calendar in Outlook (Desktop)? To grant access to your shared calendar in Outlook Desktop, follow these steps:

  1. Open Outlook and go to the "Calendar" view.
  2. Right-click on the calendar you want to share and select "Properties."
  3. Go to the "Permissions" tab.
  4. Click "Add" and search for the person you want to grant access to. Select their name and click "Add," then click "OK."
  5. Under "Permissions," select the level of access you want to grant (e.g., "Reviewer," "Editor," "Owner").
  6. Click "Apply" and then "OK" to save the changes.

How can I grant access to my shared calendar in Outlook (Web)? To grant access to your shared calendar in Outlook Web Access (OWA), follow these steps:

  1. Log in to Outlook Web Access and go to the "Calendar" section.
  2. Click on the calendar you want to share.
  3. Click on the "Share" button located in the toolbar.
  4. In the "Share with" field, enter the email address of the person you want to grant access to.
  5. Choose the level of access you want to grant (e.g., "Can view all details," "Can edit").
  6. Click "Share" to send the sharing invitation.

What are the different permission levels I can grant? The different permission levels you can grant are:

  • Can view when I'm busy: Allows the person to see only the times you are busy, without any details.
  • Can view titles and locations: Allows the person to see the titles and locations of your events.
  • Can view all details: Allows the person to see all details of your events.
  • Can edit: Allows the person to make changes to your calendar.
  • Delegate: Allows the person to act on your behalf, including creating and responding to meeting requests.

How can I modify or revoke access to my shared calendar? To modify or revoke access to your shared calendar, follow these steps:

  1. Open Outlook (Desktop) or Outlook Web Access (OWA) and go to the "Calendar" section.
  2. Right-click on the calendar you want to modify and select "Properties" (Desktop) or go to the "Permissions" settings (OWA).
  3. In the "Permissions" tab, select the person whose access you want to modify or revoke.
  4. Adjust their permission level or click "Remove" to revoke access.
  5. Click "Apply" and then "OK" to save the changes (Desktop) or save the changes in OWA.

Accessing shared email addresses and calendars is a straightforward process once you have the necessary permissions. If you encounter any issues or need further assistance, please reach out to our IT support team for help.

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