Academics


How do I allow other users to view my Calendar or other folders in Microsoft Outlook?

Outlook allows two types of sharing:

  1. Delegates: You can designate delegates, who can have different permissions but also the additional ability to send email on your behalf. By default, a delegate has Editor permissions on the Calendar and Tasks folders. For more information, see: How do I make other users delegates so that they can send email on my behalf in Microsoft Outlook?
  2. Folder permissions: This type of sharing allows selected others to view the contents of a specified folder, but does not allow others to send email on your behalf. When setting up folder permissions, you can determine exactly how much access a given person has to your folder. The following roles are available:
    1. Owner: Allows full rights to the mailbox, including assigning permissions; you should not assign this role to anyone
    2. Publishing Editor: Create, read, edit, and delete all items; create subfolders
    3. Editor: Create, read, edit, and delete all items
    4. Publishing Author: Create and read items; create subfolders; edit and delete items they've created
    5.  Author: Create and read items; edit and delete items they've created
    6. Nonediting Author: Create and read items; delete items they've created
    7. Reviewer: Read items
    8. Contributor: Create items
    9. None: Gives no permissions for the selected accounts on the specified folder

Setting folder permissions in Outlook

  1. Open Outlook, and find the Folder List. In Outlook 2010, Folder List is the default view. In earlier versions of Outlook, if you don't see the Folder List, from the Go menu, click Folder List. Then, from the Folder List, right-click the folder you wish to share (this could be your mailbox, Inbox, or calendar, or a subfolder)
  2. From the menu that appears, select Properties, and then click the Permissions tab
  3. Click Add... , and then select the people to whom you wish to grant permissions. After each selection, click Add-> . When you are done, click OK
  4. You can now select which permissions to grant. If you wish to grant only the ability to view items in this folder, assign the role of Reviewer. For more on permissions, see the list above. To grant permissions, select a name from the box beneath "Name:" and "Permissions:", and then from the drop-down menu beside "Permission Level:" or "Role:", make your selection. You can also create custom permissions by selecting from the options within the "Permissions" area. Once you've finished making your selections, click Apply, and then OK
  5. Important: In the list under "Name:", the group called "Default" includes everyone at Thomas College. Under normal circumstances, you should not assign permissions to it; leave it set to None. If you grant any permissions or assign a role to it, you are granting those permissions to everyone with a Thomas account
  6. Those to whom you have granted permissions now need to set up Outlook to view your folders, see: How do I view other users' calendars, or other folders In Microsoft Outlook?

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