Tip:
Highlight text to annotate it
X
With the Microsoft Office 365 Outlook Web App,
you can share your Outlook Calendars with specific individuals,
or make them available for public viewing. To share a calendar with specific individuals:
Click the Share button at the top right of the calendar view.
You can also select share calendar from the submenu of a calendar that you own.
Under Share with, enter the name or email address of the individual.
If the Outlook Web App automatically recognizes the name or address you are typing,
it will display matching entries. Click the correct name to add it to your share list.
You can also choose Search Contacts & Directory to find matching names
in the campus directory if they do not automatically appear in the list.
Repeat this process to add more individuals to the share list.
People with UW Madison-related addresses will appear under
Inside Organization, and all others will appear under Outside Organization.
To the right of each name, select the level of access
that you want to grant each person. The first three choices allow for read-only
access, and are available to individuals both inside
and outside the UW-Madison organization. Availability only displays only your free
or busy schedule information. Limited details displays the free/busy information
and the subject and location of events. Full details displays all of the information
for events in the calendar, including the title, location, attendees and
the event description. When choosing any of these three options,
calendar events that you have marked as Private are always protected.
Only the times of Private events will be displayed and not the subject, location or other details.
The remaining two access choices provide permission for others to write to or modify the calendar.
These are available only to individuals inside the UW-Madison organization.
Editor allows the person to read, create and modify events in the calendar,
except those events that have been marked as Private.
Delegate provides permissions to read, create and modify events,
and also allows the person to receive and respond to meeting requests and invitations
from others on your behalf. You can choose to allow delegates to view
details of your private appointments. Names can be removed from the list by clicking
the X near each permission setting. To customize the subject of the sharing notification
message, enter a new Subject text. Choose which of your calendars you would like
to share from the drop-down list in the Calendar field.
Most people share their default calendar, which is simply titled Calendar.
When finished, click Send. Clicking Discard will cancel the sharing invitation.
Each person on the share list will receive an email notification that you've shared your
calendar. People at UW-Madison will have two links available
in the invitation. Add calendar will add your shared calendar
to their calendar view. Share my calendar back allows the recipient
to easily share their calendar with you. Calendars that you add to your Outlook Web
App calendar view will appear under Other Calendars.
Recipients without UW-Madison addresses will receive a message containing a link
that they can use to view your calendar online in a web browser,
and also a link for subscribing to your calendar using an email program such as Microsoft Outlook.
Your calendars can also be shared for general public viewing by anyone.
Some common uses for a public view of a calendar include the following:
Posting a link for a public calendar on a website to easily share it with site visitors
Or, including a public calendar view link in a mass email
to quickly share a calendar with a large group. Be aware that the URL for a public calendar
view is not protected, and that anyone with access to the sharing
link will be able to view the calendar. If you want to restrict a calendar view to
specific individuals, you should manually set the access for each
individual, as described in the previous section of this
video.
To set the access level for the public view of a calendar:
Open the submenu of the calendar then choose permissions.
Next to Public Calendar in the Outside Organization section,
use the drop-down list to set the public access level.
You can choose one of the three read-only access levels:
Availability only Limited Details
or Full Details or choose Not Shared to completely prevent public viewing of the calendar.
You cannot assign any write or modify permissions to a public calendar view.
To share the public view of the calendar with others, there are two options:
The View Calendar link allows public users to view the calendar using a web browser.
The Subscribe to Calendar link allows public users to subscribe to the calendar
using a web-based or local email client, such as Microsoft Outlook.
To share either of these links, open the submenu from View Calendar or Subscribe to Calendar
and select Copy shortcut or Copy link location. You can then paste the copied URL into an
email message addressed to your public viewers or include the link on a public website.
Select Save to save your choice, or select Discard to cancel your changes.
Another option available in the Calendar Permissions window
controls a global setting for all Delegates that you've assigned to the calendar.
In the Global Delegate Options section, you can select the following options:
Delegate only. Send me notifications -- Both you and the delegate
will receive meeting requests sent to you, but only the delegate can respond to the requests.
Delegate only -- Only the delegate receives and can respond
to meeting requests and invitations on your behalf.
Both delegate and me -- Both you and the delegate will receive
and can respond to meeting requests and invitations. Select Save to save your choice, or select
Discard to cancel your changes.