University Computer Help Desk

Sharing your calendar in Outlook 2011

You can share your Exchange calendar with others. These instructions show how to share your calendar in Outlook 2011 for Mac OS X.

Before You Begin

You can share your Exchange calendar in Outlook 2011. 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 1766: Adding a delegate to your calendar in Outlook 2011. 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 2011 do the following:

  1. Open Outlook.
  2. Click Calendar.
  3. On the Organize tab, select Permissions.
  4. Click Add User....
  5. Type the name of the person with whom you want to share your calendar.
  6. Select the name of the person with whom you would like to share your calendar, and click OK.
    • Repeat steps 6 and 7 to add additional people.
  7. Select one of the names you just added. By default, the Permission Level is Free/Busy time.
  8. Select a role from the Permission Level: drop-down menu.
    • We recommend choosing Reviewer or Editor, both of which are described above.
    • Repeat this step to assign a permission level to each person in the list.
  9. When you are done, 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 OWA.

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