[Classic] Calendars and Calendar Sharing for Exchange

Calendars and Calendar Sharing for Exchange

 

Sharing Calendars using Outlook 2010

If your colleague has shared his/her calendar with you, Outlook 2010 provides you with the ability to view his/her calendar. For instructions regarding how to share and view a calendar, please follow the steps provided below.

Please Note that both users must have Professional accounts and configured there accounts in Outlook 2010 as "Microsoft Exchange Server" Accounts.

 

Sharing Your Calendar

To allow other users to view your calendar, you must initially use your Outlook 2010 client and select users from inside your domain.

1. Run Outlook 2010
2. Click on Calendar and then click on the Share Calendar...Button In the menu bar.

1. An invitation will open up. Click on the To... button and select a user from your Global Address List that you wish to grant permission to.

1. Click on the Send button.
2. The person you invited will now receive an email that will inform them that they can view your calendar. He or she can click on Open This Calendar to view your calendar items.

 

Viewing a Users Calendar

To view the calendar of another user on your domain, the user must have set up their calendar to share with you first. Once you have accepted the sharing invitation request, you will be able to select the Shared Calendar within your Calendar navigation.

If the person had not yet decided to share their calendar with you, you can send a request for permission to view their calendar.

 

Sharing Calendars using Outlook 2007

If your colleague has shared his/her calendar with you, Outlook 2007 provides you with the ability to view his/her calendar. For instructions regarding how to share and view a calendar, please follow the steps provided below.

Please Note that both users must have Professional accounts and configured there accounts in Outlook 2007 as "Microsoft Exchange Server" Accounts.

 

Sharing Your Calendar

To allow other users to view your calendar, you must initially use your Outlook 2007 client and select users from inside your domain.

1. Run Outlook 2007
2. Click on Calendar and then click on the Share my Calendar... link.

1. An invitation will open up. Click on the To... button and select a user from your Global Address List that you wish to grant permission to.

1. Click on the Send button.
2. The person you invited will now receive an email that will inform them that they can view your calendar. He or she can click on Open This Calendar to view your calendar items.

 

Viewing a Users Calendar

To view the calendar of another user on your domain, the user must have set up their calendar to share with you first. Then, the following procedure must be followed to view their calendar using Outlook 2007:

1. Open Outlook 2007
2. Click on Calendar and then click on the Open a Shared Calendar... link.
3. Click on the Name... button to open the Global Address List
4. Select the user who has shared their calendar with you and click OK 
5. Click OK. You'll see that user's calendar under People's Calendars. Selecting the checkbox beside that calendar will allow you to view it side-by-side with your own Calendar or other shared calendars.

If the person had not yet decided to share their calendar with you, you can send a request for permission to view their calendar.

 

Sharing Calendars using Outlook 2003

If your colleague has shared his/her calendar with you, Outlook 2003 provides you with the ability to view his/her calendar. For instructions regarding how to share and view a calendar, please follow the steps provided below.

Please Note that both users must have Professional accounts and configured there accounts in Outlook 2003 as "Microsoft Exchange Server" Accounts.

 

Sharing Your Calendar

To allow other users to view your calendar, you must initially use your Outlook client and select users from inside your domain.

1. Open up your Outlook 2003 email system.
2. Click on Calendar and then click on the Share my Calendar link.

1. A menu box opens up. Click on the Add button and your domain's address book will open.

1. Select the user or distribution list you wish to allow to view your calendar.
2. Click on the Add button. Click on the Permission Level drop down list and select from the options available including: Reviewer -- Can read calendar entries but cannot create, modify, or delete them. Author -- Can read or create calendar entries, and can modify or delete only entries that the author has created. Editor -- Can read, create, modify, or delete all calendar entries, whether or not the editor has created them
3. Once you have completed adding everyone you wish, click on the OK button.
4. The users you have specified now have the ability to share your Calendar.

 

Viewing a Users Calendar

To view another user’s calendar on your domain, the user must have set up their calendar to share with you first as per the steps above.

 

View Shared Calendar in Outlook 2003

Then, the following procedure must be followed to view their calendar using Outlook 2003:

1. Open up your Outlook 2003 email system.
2. Click on Calendar and then click on the Open a Shared Calendar link.
3. Click on the Name... button to open the Global Address List
4. Select the user who has shared their calendar with you and click OK 
5. Click OK. You'll see that user's calendar under Other Calendars. Selecting the checkbox beside that calendar will allow you to view it side-by-side with your own Calendar or other shared calendars.

 

View Shared Calendar in Outlook 2007

1. Open up your Outlook 2007 email system.
2. Click on Calendar and then click on the Open a Shared Calendar link.
3. Click on the Name... button to open the Global Address List
4. Select the user who has shared their calendar with you and click OK 
5. Click OK. You'll see that user's calendar under Other Calendars. Selecting the checkbox beside that calendar will allow you to view it side-by-side with your own Calendar or other shared calendars.

 

View Shared Calendar in Entourage 2008

1. Open up your Entourage 2008 email system.
2. With Entourage open, click "File" > "Open other users folder...".
3. Beside the User entry field, click the Address Book icon button then click Advanced.
4. Fill in the fields as follows:

Name: [display name of user's calendar to be viewed]

Email Address: [full email address of user to be viewed]

Server Address: https://ex7.myhosting.com/exchange/**full email address of user to be viewed**

 

Sharing Calendars using Outlook Web Access

This is a feature that was available in Exchange 2003 that was removed by Microsoft with the release of Exchange 2007. It is possible that the feature my be reintroduced with future updates and released, but at this time we do not have any further information as to when it may be available. As an alternative, you can use Outlook 2003 or Outlook 2007 to view a shared calendar.