Sharing Calendars with Hosted Exchange and Outlook
This article will show you how to share your calendar with other people in your organisation using Hosted Exchange and Microsoft Outlook.
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Sharing calendars using Outlook
Please note that both users must have Advanced or Premium mailboxes and their accounts must be configured as Exchange accounts within Outlook. Screenshots have been taken using Outlook 2010.
Sharing your calendar
Follow these steps to share your calendar with other users inside your domain.
- Open Microsoft Outlook 2010 and connect to your Exchange account.
- Click on Calendar and then select the Share Calendar button from the menu bar.
- A sharing invitation will appear. Use the To... button to select other Exchange users from your Global Address List then click OK.
Select the level of detail you wish to share with the other user (Availability only, Limited details, Full Details).
- Click the Send button. A button may appear asking you to confirm if you wish to share the calendar; click Yes.
- The user(s) you invited will now receive an email that will inform them that they can view your calendar. They can click on Open This Calendar to view your calendar items.
Viewing a user's calendar
To view the calendar of another user on your domain, the user must have set up their calendar to share with you first (following the steps above). Once you have accepted the sharing invitation request you will be able to view their calendar by following the steps below.
- Open Microsoft Outlook 2010 and connect to your Exchange account.
- If you have just received a calendar sharing invitation, open the invitation email and then click Open this Calendar.
- To view the shared calendar at a later date click on Calendar (bottom-left) and then Open Calendar > Open Shared Calendar...
- A window will appear. Type the name of the user's calendar which you want to view or select it from the Address List by clicking Name... then click OK.
- Assuming you have been given permission you will be able to view the other user's calendar.
Sharing calendars using Outlook Web Access (OWA)
To be able to share calendars through OWA the person trying to view the other person's calendar must have permissions for the entire mailbox (mail, contacts, calendars, etc.). If you only want to share the calendar and not the rest of your mailbox you would need to use Outlook instead of OWA.
Enabling permissions as an Administrator
An administrator can enable "Full" access rights for a mailbox to another user. Below are the steps on how this is done.
- Login to the Hosting Control Panel and select your Hosted Exchange subscription from the drop-down menu at the top left.
- Click on Exchange | Mailboxes and then the Display name of the mailbox you wish to edit.
- Click on the Permissions tab and then Grant Permissions.
- Tick the checkbox beside the user you wish to grant permissions to and then click Submit.
Enabling permissions as an End User
An end user can grant "Full" access rights for their mailbox to another user. Below are the steps on how this is done.
- Login to the Hosting Control Panel with your Exchange email address and password.
- Click on the Exchange Mailbox tab and then Permissions.
- Click on Mailbox Permissions | Grant permissions.
- Tick the checkbox beside the user you wish to grant permissions to and then click Submit.
Viewing shared calendars in OWA
If you have been granted full access to another user's mailbox you can follow these steps to access their mail, contacts and calendars using Outlook Web Access (OWA).
- Browse to https://exchange.iinet.net.au/owa/ and sign in with your email address and password.
- Click on your name in the upper right-hand corner of the page.
- Type the name of the user's mailbox/calendar which you wish to access and then click Open...
- A new window will open displaying the user's inbox. You can proceed with view their Mail, Contacts, Calendars and Tasks.
- Once you are done, simply Sign out or open another mailbox.