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Giving access to Outlook Calendar

Posted on 2009-05-19
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Last Modified: 2012-08-13
I have a few people that want me to give full access to their Outlook 2007 Calendar to another user. The 2nd user shouldn't have access to the 1st user's email or anything else, just full access to the calendar. Is there a good way to do this without making the 1st user do it? If we setup the access, is there an easy way for the 2nd user to add the 1st user's calendar so that they can see it?
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Question by:judsoncollege
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Expert Comment

by:dhobale
ID: 24423433
Share your default Calendar folder with specific people
The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

In Calendar, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Share My Calendar.
 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click , click Navigation Pane, and then click Share My Calendar.




  Enter the name of the person that you want to grant access to view your calendar.


  Type a subject for your e-mail message.


  Click this check box to grant the recipient permission to view your calendar.


  Click this check box to specify that you want to ask the recipient to share his or her calendar with you. This is optional.

In the To box, enter the name of the recipient for the sharing invitation message.
In the Subject box, type a subject for the e-mail message.
In addition, you can request permissions to view the recipient's default Calendar folder. To do so, select the Request permission to view recipient's Calendar check box.
 Note   If you want to request access to a calendar folder other than the default Calendar folder, you must send an e-mail message asking for permissions to that particular folder. This option requests access to the recipient's default Calendar folder only.

In the message body, type any information that you want to include.
Click Send.
Review the confirmation dialog box, and then, if correct, click OK.
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Expert Comment

by:dhobale
ID: 24423445
above instructions are from outlook help section. This will guide you step by step through the process
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Author Comment

by:judsoncollege
ID: 24423665
Doesn't this just give permissions to view the other person's calendar and not be able to edit it? I need to give the 2nd user full access (Delete, change and add items).
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Accepted Solution

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dhobale earned 2000 total points
ID: 24424185
below are the steps to do that:

Share your calendar by using Delegate Access
Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Office Outlook to allow another person, known as a delegate (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.), to receive and respond to meeting requests or responses and to send e-mail messages on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your Exchange mailbox (mailbox: Location on a Microsoft Exchange server where your e-mail is delivered. Your administrator sets up a mailbox for each user. If you designate a personal folder file as your e-mail delivery location, messages are routed to it from your mailbox.).

Delegate Access is a more advanced feature than just sharing your Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or respond to meeting requests on your behalf, you must use Delegate Access.

  Notes  

As the manager, your mail must be delivered to your mailbox on the Exchange server, not to a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.) on your computer.
You and the delegate must use the same version of Office Outlook.

On the Tools menu, click Options, and then click the Delegates tab.
Click Add.
In the Type name or select from list box, enter the name of the delegate to whom you want to grant permissions.
To add multiple delegates simultaneously, hold down CTRL and click their names in the Name list. The permissions you select will apply to all of the delegates.

Click Add, click OK, and then click a type of permission for each Outlook folder to which you want the delegate to have access.
If you want your delegate to see items that you have marked private, select the Delegate can see my private items check box.
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Expert Comment

by:dhobale
ID: 24424196
instructions:

On the Tools menu, click Options, and then click the Delegates tab.
Click Add.
In the Type name or select from list box, enter the name of the delegate to whom you want to grant permissions.
To add multiple delegates simultaneously, hold down CTRL and click their names in the Name list. The permissions you select will apply to all of the delegates.

Click Add, click OK, and then click a type of permission for each Outlook folder to which you want the delegate to have access.
If you want your delegate to see items that you have marked private, select the Delegate can see my private items check box.
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Author Closing Comment

by:judsoncollege
ID: 31583065
Thanks dhobale.
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