Cameron University  

Shared Calendars in Outlook 2003 w/Exchange.


Shared Calendars can be a very useful tool, especially when shared between department members. Well take a quick look at how to set one up.

Open Microsoft Outlook 2003 and click on the calendar button.

Next, click on "share my calendar"

To give another user the ability to work with your calendar, click on the "add" button.

(Note: This feature will only work with users currently on Exchange)

In the "Show Names from the:" option, choose Global Address List.

You may now type the first part of the users name in the "Type Name or Select from List:" Box.

Click on the add button when the user is highlighted. If you wish to add more than one user, type or select the appropriate name.

(Tip: to select multiple users quickly, press and hold the ctrl key on your keyboard while selecting multiple users. You may then click add.)

Press the "OK" button.

Now we need to assign permissions. To do so, select the appropriate user and either select the template or click in the boxes below to give the desired rights.

(Note: Default is the "default" permission(s) assigned next time you add users. Anonymous is the permission assigned that allows anyone to view your calendar whether you have given them the right to work with your calendar. We suggest you leave these permissions alone. You can inadvertently allow others the ability to look at your calendar. ITS will not be responsible for any damages that might occur if you change these settings.)

If no errors appear after clicking the "OK" button, then you are finished.

Now, lets look at how to view someone else's calendar.

Open Outlook 2003 if not already open.

Click on the Calendar button.

Click on Open a Shared Calendar

A new window will appear as shown below.

In the name field, you can type the email address of the owner's calendar you wish to view.

If the email address resolves to a valid exchange enabled email account, the email address will change to the users first and last name underlined.

Choose Ok.

If you are granted permission, you will now see another calendar with a different color as shown above.

(Note: Modifications to another's calendar is controlled by the account holder. Meaning ITS can not override the permissions. If you do not have the appropriate permissions you require, contact the account holder. If you can not resolve technical issue(s), request the account holder contact the ITS Helpdesk for assistance:

To toggle shared calendars on and off, clear or check the box(es) as shown below to produce the desired results.

You can now review/share calendars!