How Do I Share My Outlook Calendar?

By default, all UWSP Outlook calendars are "shared" to only display free/busy times. This is necessary to allow UWSP members and members of other federated campuses and organizations to see calendar availability for scheduling meetings. You can additionally give expanded view permissions to colleagues and others allowing them to see more of your calendar information.

Share an Outlook Calendar

Menu

• Permission Levels for Shared Calendars.
• Share Your Calendar in the Outlook Desktop App.
  • Share a Calendar From the Simplified Ribbon.
  • Share a Calendar From the Classic Ribbon.
• Share a Calendar Through the Outlook Web App.

Permission Levels for Shared Calendars

• Can view titles and locations.

• Can view all details. Includes:

  • Meeting title, location, and date and time.
  • Attendees.
  • Meeting details/notes/meeting links included in the body of the meeting.
  • Recurrence information (e.g. (Daily, weekly, monthly meetings).

• Can edit.

  • Giving edit access to your calendar is not recommended since there is no indication that changes made through your calendar were made by someone other than you. Supervisors wanting to give an assistant access to manage their calendar including scheduling and even accept/decline meetings that show this work done "on their behalf" should delegate access to their calendar.

Back to Menu

Share Your Calendar in the Outlook Desktop App

Share a Calendar From the Simplified Ribbon

Th Simplified Ribbon is the new single-line, narrow ribbon.

1. On your Outlook calendar's Home tab.
2. Click the ellipses (three dot icon "..."), the last icon at the right.
3. On the dropdown menu move your mouse over Share.
4. Select your Calendar from the flyout menu.
5. In the Calendar Properties box, click Add....
6. In the Add Users box that opens, search for the person by last name, select them in the list, then click Add and OK to add them.
7. In the Calendar Properties box, select the person you added and the needed Permissions.
8. Click OK.

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Share a Calendar From the Classic Ribbon

The Classic Ribbon is the original ribbon that displays multiple rows of commands.

1. On the ribbon at the right click Share Calendar.
2. From the dropdown menu select your Calendar.
3. In the Calendar Properties box, click Add....
4. In the Add Users box that opens, search for the person by last name, select them in the list, then click Add and OK to add them.
5. In the Calendar Properties box, select the person you added and the needed Permissions.
6. Click OK.

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Share a Calendar Through the Outlook Web App

1. From your Outlook Web app Calendar's ribbon, select Share Calendar.
2. Select your Calendar from the dropdown menu.

In the Sharing and Permissions box,

3. Search for and select a person or distribution list. Once selected, a box to select their permissions displays to the right.
4. Set their new permissions at the right.
5. On the same row click Share the last button at the right.

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Contact the IT Service Desk for additional help!