Calendar Sharing

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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 "Mobile + Outlook" accounts and configured their 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.

  • Run Outlook 2010


  • Click on Calendar and then click on the Share Calendar button in the menu bar.


Outlook2010CalendarShare1.jpg


  • 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.


Outlook2010CalendarShare2.jpg


  • Click on the Send button.


  • 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 view their calendar by following the steps below.


  • After launching Outlook 2010 click on the "Calendar" menu in the lower left-hand side of Outlook.


OpenSharedCalendarOutlook2010-1.jpg


  • Press the Open Calendar  button under the  Manage Calendars menu bar.


OpenSharedCalendarOutlook2010-2.jpg


  • Select the Open Shared Calendar...  option.


OpenSharedCalendarOutlook2010-3.jpg


  • Next enter name of the mailbox you are trying to open the calendar for and press the OK button. In this example we are connecting to Mike Smith's calendar.


OpenSharedCalendarOutlook2010-4.jpg


  • If the sharing permissions have been enabled you'll be able to view the calendar of the user.


OpenSharedCalendarOutlook2010-5.jpg


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 "Mobile + Outlook" accounts and must have configured their Outlook 2007 email client to connect to their mailboxes as an "Microsoft Exchange Server" account.


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.


  • Run Outlook 2007


  • Click on Calendar and then click on the Share my Calendar... link.


CalendarSharingOutlook2007-1.jpg


  • 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.


CalendarSharingOutlook2007-2.jpg


  • Click on the Send button.


  • 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:


  • Open Outlook 2007


  • Click on Calendar and then click on the Open a Shared Calendar... link.


  • Click on the Name... button to open the Global Address List


  • Select the user who has shared their calendar with you and click OK


  • 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 "Mobile + Outlook" accounts and must have configured their Outlook 2007 email client to connect to their mailboxes as an "Microsoft Exchange Server" account.


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.


  • Open up your Outlook 2003 email system.


  • Click on Calendar and then click on the Share my Calendar link.


CalendarSharingOutlook2003-1.jpg


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

CalendarSharingOutlook2003-2.jpg


  • Select the user or distribution list you wish to allow to view your calendar.


  • 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


  • Once you have completed adding everyone you wish, click on the OK button.


  • 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:


  • Open up your Outlook 2003 email system.


  • Click on Calendar and then click on the Open a Shared Calendar link.


  • Click on the Name... button to open the Global Address List


  • Select the user who has shared their calendar with you and click OK


  • 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

  • Open up your Outlook 2007 email system.


  • Click on Calendar and then click on the Open a Shared Calendar link.


  • Click on the Name... button to open the Global Address List


  • Select the user who has shared their calendar with you and click OK


  • 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

  • Open up your Entourage 2008 email system.


  • With Entourage open, click "File" > "Open other users folder...".


  • Beside the User entry field, click the Address Book icon button then click Advanced.


  • 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://exchange.caex.com/exchange/full_email_address_of_user_to_be_viewed


NOTE: Make sure to replace "full_email_address_of_user_to_be_viewed" in the URL listed above to the actual email address.


Sharing Calendars using Outlook Web Access (OWA)

To be able to share calendars through the OWA the person trying to view the other person's calendar must have permissions for the entire mailbox (mail, contacts, calendars, etc.) If you only want to share just the calendar and not the rest of your mailbox you would need to use Outlook instead of the OWA.

Enabling Permissions

There are two methods for setting the full mailbox permissions. The permissions can be set by an administrator or by the end user.


Administrator Enabled Permissions

An administrator can enable "Full" access rights for a mailbox to another user. Below are the steps on how this is done.


  • Log into your account's secure control panel as an administrator.


  • Then click on the "Mailboxes" icon under the "Exchange Email" section.


MailboxesIcon.jpg


  • Next click on the mailbox that the alias address belongs to (Ex: John Smith).


SelectMailbox.jpg


  • Click on the "Permissions" tab.


MailboxPermissionsTab2012.jpg


  • Press the "Grant Permissions" button.


MailboxGrantPermissions1.jpg


  • Select the user(s) that you want to enable the permissions for by placing a check in the checkbox beside their display name. Once you've selected the users to receive the full permissions press the "Submit" button to continue.


MailboxGrantPermissions2.jpg


  • You will then see that the permissions have been enabled for the user(s) that you selected.


MailboxGrantPermissions3.jpg

End User Enabled Permissions

An end user can grant "Full" access rights for their mailbox to another user. Below are the steps on how this is done.


  • Log into the control panel as an end user. The login credentials would be the user's full email address and password.


  • Once logged in click on the "Exchange Mailbox" tab at the top of the site.


EndUserExchangeMailboxTab.jpg


  • Next click on the "Permissions" icon.


MailboxPermissionsIcon.jpg


  • Then press the "Grant Permissions" button.


UserMailboxGrantPermissions.jpg


  • Select the user(s) that you want to enable the permissions for by placing a check in the checkbox beside their display name. Once you've selected the users to receive the full permissions press the "Submit" button to continue.


MailboxOwnerPermissions1.jpg


  • You will then see that the permissions have been enabled for the user(s) that you selected.


MailboxOwnerPermissions2.jpg

Viewing Shared Calendar in OWA

If you've been granted access to another individual's mailbox you can follow the steps listed below to access their mail, contacts, and calendars through the OWA.


  • Log into the OWA using Microsoft's Internet Explorer web browser.


  • After logging into the OWA click on your username in the upper right-hand corner of the site.


OWA-MailboxAccess1.jpg


  • A search box will appear. Start typing the name of the user that you want to access and any matches will be displayed. Click on the user that you want access to their mailbox


OWA-MailboxAccess2.jpg


  • A new Internet Explorer window will load displaying the OWA for the user you selected. You can then view that user's full mailbox contents (mail, contacts, calendar, etc.).
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