How to share a calendar in Hosted Exchange or Microsoft Office 365

Below are simple instructions on how to share a calendar with other members of your team  in Hosted Exchange or Microsoft Office 365.

How to add a member to view your calendar

Start by right clicking on your calendar and go to “Properties”

 

 

 

 

 

 

 

 

 

 

 

Then click on “Permissions” tab

 

 

 

 

 

 

 

 

 

 

Click “Add” and select in the Address Book “Global Address List” for the mailbox you want to share the calendar with and select the members name and click on “Add” at the bottom of the window.

 

 

 

 

 

 

 

Now you have to determine the level of permission. View guide below for appropriate levels.

Common are “Free/Busy” , “Reviewer” and “Publishing Author”

Found this handy guide from UNC-Chapel Hill Help & Support page

Permission Level	Definition
Owner:	Allows full rights to the mailbox’s (Calendar or Folder) , including assigning permissions; it is recommended not to assign this role to anyone
Publishing Editor:	Create, read, edit, and delete all items; create subfolders
Editor:	Create, read, edit, and delete all items
Publishing Author:	Create and read items; create subfolders; edit and delete items created by the user.
Author:	Create and read items; edit and delete items they’ve created.
Nonediting Author:	Create and read items; delete items created by the user.
Reviewer:	Read items.
Contributor:	Create items.
Free/Busy time, subject, location:	View the time, subject, and location of the appointment or meeting on your calendar.
Free/Busy time:	Shows only as Free or Busy on your calendar. No details are provided.
None:	No permissions are set for the selected user on the specified calendar or folder.

 

Now the member has permissions

How to view the other members calendar

Open Outlook and click on “File” then go to “Open”, and select “Other User’s Folder”

 

 

 

 

 

 

 

Click on “Name” and select the team member from the global address list. And also select “Folder Type” Calendar. Click OK

 

 

 

 

 

You will now see your team members calendar in your list of calendars until “Shared Calendar”. You will also see their calendars in your SmartPhone unless you turn off these settings.

More info

You will now see the other calendar in a side by side mode, you can select “Overlay” mode which gives you just one calendar. You can go to the top of Outlook and select “View” and then “Overlay”

You can also uncheck their calendar box at any time to not view it at all.