Sharing Your Calendar

January 10, 2008

To: UCOP Community
From: Tara Brant, Manager, IR&C; Technology Service Desk

By default, your Outlook calendar is private. If you want others to be able to see it, you need to change permissions settings and share your calendar — either with everyone at UCOP or selected individuals. You may find it very useful when other people are able to see your schedule and/or create and edit appointments for you.

How to Share Your Calendar

• Open your calendar
• Scroll down the calendar navigation pane
• Click on Share My Calendar



The Calendar Properties box appears with the Permissions tab on top. First, you need to decide who should have access to your calendar, and what you want them to be able to do. Some options are:

• Allow everyone at UCOP to view but not change your calendar.
• Allow some individuals to view and change your calendar. Allow everyone else to view it only.
• Only allow some individuals to view and change your calendar.


1. To give everyone at UCOP permission to view but not change your calendar,
• Change the Default permission level to Reviewer.
2. To give selected individuals access to your calendar,
• Click on the Add button.



The Global Address Book (GAL) screen appears.

• Choose the people—called delegates in Outlook—you want to share your calendar with.
• Click the Add button after every choice.
• Click OK.



The delegates you selected appear in the Name box on the Permissions screen.

• Use the Permission Level drop-down menu to assign rights to each person you’re sharing your calendar with. The most useful roles are:
• Reviewer: Allows the delegate to read calendar items and files only.
• Author: Allows the delegate to create and read items and files and to modify (and delete) any items and files you create.
• Editor: Allows the delegate to create, read, modify, and delete all items and files.
• Owner: Allows the delegate the same the rights as Editor plus the ability to change the permission levels of other delegates.
• Click Apply.
• Click OK to return to your calendar.



Keep in Mind

• Any meeting you tag as "private" remains confidential, even if you assign someone else permission to view, create, or edit your appointments.
• To make a meeting private, check the Private box in the lower right-hand corner of the screen when you create a new appointment. People who can view your calendar will see the time blocked out as Private.

If you have questions about this tip or any other Outlook feature, please contact the IR&C; Technology Service Desk at 987-0457 or TechDesk@ucop.edu.

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