Your staff or student email account has a built-in personal calendar that can be used to book meetings, track appointments, or schedule focus time.
How do I share an Outlook calendar
These instructions are for sharing personal Outlook calendars. Do not attempt to share calendars attached to shared mailboxes (role-based email accounts) using these instructions as this can break access for existing staff already sharing the calendar and have other unintended consequences.
If you need additional access to a role-based account, complete the form in the related article: Access or add a shared mailbox
If you are not sure, contact AskOtago first.
To share a personal Outlook calendar:
- Open your calendar in Outlook.
- Do not use the Share Calendar option in the Home tab.
- Right-click on the calendar you want to share under the My Calendars list (on the left-hand side of the calendar depending on how you have set up your calendar view).
- Select Properties... from the menu (last item on the list).
- Click the Permissions tab.
- Click the Add... button.
- Find the person you want to share the calendar with then set the appropriate level of access.
- After setting the permissions, send an email to advise the person that they can connect to the calendar.
When you receive a shared calendar invite
- Right-click on the Shared Calendars header under My Calendars.
- Go to the Add Calendar option and select how you want to open the calendar:
- From Address Book – allows you to look up staff/resources/rooms from the Global Address Book
- From Room List – allows you to look up rooms from the Global Address Book (most likely in relation to the Shared Calendar for Information Purposes)
- From Internet – not used
- Open Shared Calendar – similar to the first option above, click on Name to find an email address in the address book, or type an email address directly into the box
This process is usually successful, except when people set very limited permissions when sharing with Mac users.
More instructions for sharing your Outlook calendar with others can be found on the Microsoft Support website: