There are a few ways to share calendars with others within the University of Utah. Some methods don’t work well when sharing between two people when one is using Outlook on a Mac and the other is using Outlook on Windows. This method is “cross platform” and works well between both OS platforms.
This article shows how to share your calendar with someone as well as adding a calendar shared with you to your outlook using delegate access. The examples demonstrate how to give permission to view your calendar, but not edit or see private events. This is the most common setup. Additional access needs to be granted if you need to have someone schedule on your behalf. Check with UGS IT if that is the case.
Share your calendar with someone as a delegate:
First, launch Outlook on your Mac from the Applications folder. Then in the top toolbar, go to Tools > Accounts.
Then select your account on the left, then click on Advanced.
In the window that pops up, click on Delegates.
Under Delegates that can act in my behalf, click the Plus sign.
Now search for the person you’d like to share your calendar with and click Add.
In the Permissions window, select the permissions you would like to set. In this case, set the Calendar drop-down menu to Reviewer (Can read items). Set everything else to None. Check the box that says Send permissions summary. Make sure the box that says Delegate can see private items is unchecked. Then Click OK.
The person will now show in the list of delegates on the page. Click the OK button to close the window and then close the Settings window to return to your Outlook main window.
They will receive an email with a permissions summary indicating that your calendar is shared with them. Have them follow the steps below to open the shared calendar.
Add a calendar shared with you to your Outlook:
Before you can open someone’s calendar, that person will need to follow the steps above in order to set you as a delegate to view their calendar.
Launch Outlook from your applications folder. Then go to File > Open > Another user’s folder.
Search for the person who added you as a delegate to share their calendar. Select their name and then select Calendar in the drop-down menu. Click Open.
Their calendar will then show on the calendar page.
