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:
Launch the Outlook application from your Start Menu. Then go to File > Account Settings > Delegate Access.
In the window that pops up, click Add… to add a delegate.
In the next window, search for the user you want to share your calendar with. Select the person, then click Add in the bottom-left. Then click OK.
Next, you can select the permissions you want the delegate to have. To have the user be able to see your calendar without being able to edit it, select Reviewer (can read items) in the first drop-down menu, and select None for the rest. Check the box that says Automatically send a message to delegate summarizing these permissions. Make sure the box that says Delegate can see private items is unchecked. Then Click OK.
Here’s what the Delegate Permissions window should look like after setting up access for a Reviewer.
The next window shows all of the Delegates you you have configured. Click OK to finish. They will receive an email with a permissions summary indicating that your calendar is shared with them.
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 Start Menu. Then go to File > Open & Export > Other User’s Folder.
In the window that pops up, click Name… to search for the user that shared their calendar with you. It will then pull up a window where you can search for the user. Select the user then click OK.
Under the folder type drop-down menu, make sure that Calendar is selected. Then click OK.
That user’s calendar will then show in your calendar bar under Shared Calendars.
