Exchange: Calendar Sharing

An Exchange calendar can be shared with another user. Sharing calendars allows another user to view or "pencil in" events for someone else. Although calendar sharing gives another user read or write access, ownership of the calendar stays exclusively with the original user.

Share a Calendar

Calendar sharing (and publishing) is only available in the full version of Outlook Web App (OWA). When logging in, do not select "Use the light version of Outlook Web App."

To share a calendar:

1. Log into OWA at exchange.uark.edu.

2. Select the calendar you wish to share, click Share on the OWA Calendar toolbar, and select Share This Calendar.

3. In the To field, enter the UARK email address of the user you want to share your calendar.

4. Select the information you wish to share. Choose from:

   • Free/Busy information

   • Free/Busy information including subject and location

   • All information

5. To view the recipient's calendar, select the checkbox "I want to request permission to view the recipient's Calendar folder."

6. Enter a message in the body of the request (optional). Click Send.

Add a Calendar

1. Click Share on the OWA Calendar tool bar, then Add Calendar.

2. Select the type of calendar to add. Choose from:

   • Calendar from your organization, or

   • Calendar from the Internet.

Change Sharing Permissions

1. To change permissions, select the calendar, click Share on the OWA Calendar toolbar, and select Change Sharing Permissions.

2. Select the user from the list to edit permissions.

3. Click Edit to change the information that you wish to share, or Delete to stop sharing.

4. Click Save or Yes to confirm.

Publish a Calendar

1. Select the calendar, click Share on the OWA Calendar toolbar, and select "Publish This Calendar to Internet."

2. From the Publishing detail dropdown menu, select the information that you wish to share. Choose from:

   • Availability Only shares free/busy information

   • Limited Details shares subject of meetings

   • Full Details shares all information

3. From the Publish my calendar dropdown menu, select a time from the before today and after today dropdown menus.

4. Select the radio button next to the Access level that you wish to grant. Choose from:

   • Restricted, users must be provided a link to the calendar in order to gain access

   • Public, allows calendar to be found via Internet search; calendar access available to anyone

5. Click Start Publishing.

Share Published Calendar Links

Links to your published calendar will be shown below the Calendar Links heading. Calendar links are used to subscribe to the calendar or view the calendar in a web browser. To send the links, click Copy links, then paste the links in a new email message.

To send a pre-formatted calendar links message, select the calendar, click Share on the OWA Calendar toolbar, select Send Links to This Calendar.

Entries marked as private on published calendars will only display free/busy information (regardless of the granted permissions). Viewers or subscribers to a published calendar can not make changes to the calendar.

Stop Publishing a Calendar

To stop publishing a calendar, select the calendar, click Share on the OWA Calendar toolbar, select Change Publishing Settings, and click Stop Publishing.

Last Reviewed: 05-08-2012

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