Sometimes we may be charged with manging Outlook accounts other than our own, or allowing others the privilege of managing our account. For example, we might be reviewing the calendar of a team member, reading messages from a departmental accounts, or allowing someone to take care of our account while we are doing other things.
The default setting for permissions at Indiana University is Free/Busy. This means that anyone with an Exchange account at IU can see if any other IU Exchange user is free or busy at any given time.
With these default settings, others cannot see the subject, location, or specific details that are listed for an appointment or event. These settings can be changed. Users can choose to have others see more information (subject and/or location) or no information at all.
The following videos will show us the steps we need to take to grant permission to our calendar as well as how to work with someone else's calendar.
Assigning Calendar Permissions
When we want another person to work with our Outlook calendar, we must first grant them the proper authorization. There are many levels of permissions available.
Description of the video:
There may come a time when we are asked to manage an Outlook account other than our own or possibly give someone else the privilege of managing our account.
For example we might be reviewing the calendar of a team member, reading messages from a departmental account, or allowing someone to take care of our account while we're busy doing other things.
At Indiana University the default settings for calendar information is automatically set to Free/Busy time.
So it is possible to see if any member of the IU community is free or busy at any given time, however to see additional details from another person's calendar we must first be granted proper permissions from that person.
When we want another person to work with our Outlook calendar we must first grant them proper authorization.
There are many levels of permissions available.
To begin sharing our calendar, in the navigation pane, right click on Calendar then point to Share and click on Calendar Permissions.
In this dialog box we can see that the default settings for permissions at IU are Free/Busy.
This means that anyone with an Exchange account at IU can put your name into the scheduling assistant and look to see if you are free or busy at any given time.
With these default settings others cannot see the subject location or specific details that are listed on your calendar if you want everyone to have access to all of that information you would have to change the permission level to free busy time subject to location if you don't want anyone to be able to see any information from your calendar you could select none from the permission level dropdown menu.
You can use the Add button in this dialogue box to give additional I you exchange account users permissions or you can use the Remove button to delete names from the list and take away permissions you have set up in the past.
For this exercise let's imagine that we.
Have a new interne who will be working closely with us for the next year we want to give this individual permission to work with our calendar.
To begin giving our interne permissions click the Add button.
The AD users dialog box opens and shows us the global address list to add the name of our interned in the search field type in turns last name followed by a comma and the first name select the correct name from the contact list and then click the Add button and the internes name is now added to the ADD field to accept this change click OK.
Under the permissions level dropdown we see four categories of permissions read write delete items and other we could choose individual items from these lists or we could use one of outlooks predefined permission levels to see the predefined permission levels in the middle section of the calendar Properties dialog box click the dropdown arrow next to permission levels.
Since we want her in turn to be able to create new appointments but we do not want him to be able to modify existing ones we will select non editing author.
We see the new permissions reflected in the check boxes and to accept the settings at the bottom of the dialog box click the OK button are in turn can now read and create items in our calendar.
Working with Another Person's Calendar
Let's say that our intern has given us Nonediting Author permissions for his calendar as well. Let's see how to open and then add an item to the intern's calendar.
Description of the video:
Let's say that our intern has given us non-editing author permissions for his calendar as well.
First we will need to open his calendar.
To begin opening the intern's calendar, in the navigation pane right click My Calendars, point to Add Calendar and then click Open Shared Calendar.
The Open Shared Calendar dialog box appears, to begin searching for our intern's name, click Name.
The Select Name dialog box appears, in the search field type the intern's last name followed by a comma and his first name.
To open the intern's calendar click OK.
And to continue in the Open A Shared Calendar dialog box click OK.
Our intern's calendar now appears with our own calendar, and in the navigation pane we see the new calendar with a checked box.
With the calendar open we can now enter an upcoming meeting for our intern.
Keep in mind that the dates you are seeing are probably very different from the dates I'm seeing in the video.
I'm going to Right Click on the closest Friday and then click New Appointment.
The New Appointment form opens and displays the date and the time.
To specify a subject for the meeting in the Subject field type "Student Meeting".
To enter the location in the Location field type "Faculty Office".
To schedule a time for the meeting, in the Start Time hour field, press and drag the value that's currently there and type 3pm.
The time of the meeting now spans from 3pm to 3:30.
To save and close the calendar item, in the Actions group click Save and Close.
The appointment now appears on our intern's calendar.
Keep in mind that this only works because the intern has previously given me permission to modify his calendar.
To close the intern's calendar, in the navigation pane, click the checkbox for the intern's calendar.
The calendar disappears and our own calendar expands to the full window size once more.
However we can see that the intern's calendar remains in the navigation pane, if we need to view it later we can simply check the checkbox.