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Outlook has two different ways to share a calendar, depending on your needs. If you want someone to be able to send and accept requests on your behalf, see Assigning Delegate below. If you simply want to allow someone to view or edit your calendar without being able to send meeting requests on your behalf, see Changing Permissions.

Assigning Delegates

To assign delegates to your calendar, who can view the calendar, edit it, and send and respond to meeting requests on your behalf, follow these instructions.

Outlook 2013


  1. Open Outlook 2013 for the email account you are wanting to delegate access to. 
  2. Click on File in the upper left-hand corner of Outlook 2013. 
  3. Info should automatically be selected and will show the account information.


  4. Click on Account Settings and choose Delegate Access.


  5. A new window will appear where you will choose to Add a user to have delegate access. 


  6. Add Users dialog box will appear. Type the name of the user you are wanting to add in the format of "Last name, First name."


  7. Double-click on the name of the person you are wanting to give delegate access to and it will appear at the bottom after Add->


  8. Click OK to close the dialog box. 
  9. A new dialog box will appear with the Delegate Permissions you want that user to have. 
    1. You will be able to set permissions to your Calendar, Tasks, Inbox, Contacts, Notes, and Journal. 
    2. The permissions options are None, Reviewer (can read items), Author (can read and create items), and Editor (can read, create, and modify items.) 
    3. If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.
    4. If you want the delegate to be notified of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box at the bottom of the window. 
  10. Click OK after selecting the proper permissions for each option. 


  11. The list of delegates will be updated with the name of who you just added. You can edit the permissions of any delegate by clicking on their name and choosing Permissions... You can also remove any user by choosing Remove from the same screen.


  12. Click OK to close out of the window and that user will now have delegate access to what you gave them permission to. 

Outlook 2010


  1. Open Outlook 2010 for the email account you are wanting to delegate access to. 
  2. Click on File in the upper left-hand corner of Outlook 2010. 


  3. Info should automatically be selected and will show the account information. Click on Account Settings and choose Delegate Access.


  4. A new window will appear where you will choose to Add a user to have delegate access. 


  5. Add Users dialog box will appear. Type the name of the user you are wanting to add in the format of "Last name, First name."


  6. Double-click on the name of the person you are wanting to give delegate access to and it will appear at the bottom after Add->


  7. Click OK to close the dialog box. 
  8. A new dialog box will appear with the Delegate Permissions you want that user to have. 
    1. You will be able to set permissions to your Calendar, Tasks, Inbox, Contacts, Notes, and Journal. 
    2. The permissions options are None, Reviewer (can read items), Author (can read and create items), and Editor (can read, create, and modify items.) 
    3. If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.
    4. If you want the delegate to be notified of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box at the bottom of the window. 
  9. Click OK after selecting the proper permissions for each option. 


  10. The list of delegates will be updated with the name of who you just added. You can edit the permissions of any delegate by clicking on their name and choosing Permissions... You can also remove any user by choosing Remove from the same screen.


  11. Click OK to close out of the window and that user will now have delegate access to what you gave them permission to. 

     

Outlook 2007


1.Open the Outlook 2007 application from the E-Mail link at the top of the Start menu.
2.Click Tools in the menu bar, then Options.
3.Choose the Delegates tab at the top of the resulting dialog box.
4.Click the Add button on the right side of the dialog box.
5.Locate the user you would like to give calendar permissions.

NOTE

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Be sure that ONLY the desired user is listed in the lowermost field

6.Click OK.
7. Ensure that the "Automatically send a message to delegate summarizing these permissions." box is checked.
8.Click OK in the Delegate Permissions dialog box to accept the default calendar sharing options.
9.Click OK in the Options dialog box.

Changing Permissions

If you simply want someone to be able to view or edit your calendar, but not respond to meeting requests, use this method to grant them permissions.

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If you are sharing a calendar that is not your default calendar, such as a second calendar that you created, or one that is stored in another folder, you will need to perform the above steps again on the folder in which the calendar is stored. Most sub-calendars are stored under the main calendar folder. You do not have to give someone full permission to your main calendar to share a sub-calendar. They will need the "Folder Visible" permission, though.

Outlook 2013


  1. Open Outlook 2013 for the email account that hosts the calendar you want to change permissions to. 
  2. On the bottom left, choose Calendar view to see the calendars associated with your email account. 


  3. In the left-hand pane, find the calendar that you want to share under My Calendars. Right-click on it and a menu will appear where you will click Properties at the bottom. 


  4. The properties window will appear. Click the Permissions tab. To add a new user to have permissions to the calendar, click on Add...


  5. Add Users dialog box will appear. Type the name of the user you are wanting to add in the format of "Last name, First name."


  6. Double-click on the name of the person you are wanting to give permissions to and it will appear at the bottom after Add->


  7. Click OK to close the dialog box.  
  8. The name of the user you just added will now be listed in the permissions list. With the user's name highlighted you can edit what kind of permissions you want this user to have to your calendar. 
    • You can use the drop-down list under Permission Level to choose between Owner, Publishing Editor, Editor, Publishing Author, Author, Nonediting Author, Reviewer, Contributor, Free/Busy time, subject, location, or Free/Busy time. 
    • Choosing one of these options will automatically update the data underneath it for the specific permission attributes of Read, Write, Delete Items, and Other. 
    • If you know exactly what kind of permissions you want this user to have, you can update the fields yourself by using the check boxes and the Permission Level will just list it as Custom
    • You can also remove users from this screen if you no longer want them to have permissions to your calendar. 


  1. Click OK to save the settings and close out of the dialog box. 
  2. The user you granted permissions to will now be able to view/edit your calendar once they open it in their Outlook. 
    Directions for opening calendars can be viewed on the Adding a Shared Calendar page.

Outlook 2010


  1. Open Outlook 2010 for the email account that hosts the calendar you want to change permissions to. 
  2. On the bottom left, choose Calendar view to see the calendars associated with your email account. 


  3. In the left-hand pane, find the calendar that you want to share under My Calendars. Right-click on it and a menu will appear where you will click Properties at the bottom. 


  4. The properties window will appear. Click the Permissions tab. To add a new user to have permissions to the calendar, click on Add...


  5. Add Users dialog box will appear. Type the name of the user you are wanting to add in the format of "Last name, First name."


  6. Double-click on the name of the person you are wanting to give permissions to and it will appear at the bottom after Add->


  7. Click OK to close the dialog box.  
  8. The name of the user you just added will now be listed in the permissions list. With the user's name highlighted you can edit what kind of permissions you want this user to have to your calendar. 
    • You can use the drop-down list under Permission Level to choose between Owner, Publishing Editor, Editor, Publishing Author, Author, Nonediting Author, Reviewer, Contributor, Free/Busy time, subject, location, or Free/Busy time. 
    • Choosing one of these options will automatically update the data underneath it for the specific permission attributes of Read, Write, Delete Items, and Other. 
    • If you know exactly what kind of permissions you want this user to have, you can update the fields yourself by using the check boxes and the Permission Level will just list it as Custom
    • You can also remove users from this screen if you no longer want them to have permissions to your calendar. 


  1. Click OK to save the settings and close out of the dialog box. 
  2. The user you granted permissions to will now be able to view/edit your calendar once they open it in their Outlook. 
    Directions for opening calendars can be viewed on the Adding a Shared Calendar page.

Outlook 2007


  1. In Outlook 2007 click on the Calendar view.
  2. In the left-hand pane, find the calendar that you want to share under "My Calendars." Right-click on it and a context menu will appear. On that menu, click Properties.
  3. The properties window will appear. Click the Permissions tab.
  4. Click the Add button.
  5. Search for the users you want to add in the Global Address List. For each user that you want to grant permissions to, highlight their name and click Add.
  6. Once all the users that you want to grant permissions to are in the list, click OK.
  7. Back on the permissions tab, you can edit the permissions for each user you added by highlighting their name and selecting the appropriate permission level from the drop-down menu. You can also define custom permissions using the check-boxes below the drop-down menu.
  8. When you are done defining permissions for the other users, click OK.

Finally, the users who you just added will need to follow the instructions below appropriate to their version of Outlook:

  • Outlook 2007: Follow the guide to open the shared calendar.
    • If the calendar in question is a sub-calendar of the person's mailbox, use the instructions on this page to open the shared mailbox--again, they will not be able to read your mail. Once they open your mailbox, the calendar you shared with them will appear in their list of calendars.