How to Get Appropriate Permission in Outlook Calendar

You can share your Microsoft Outlook calendar information with other people in a variety of ways. For instance, you can change the permission levels on your calendar folder to allow other users to view Calendar items. You can also set up another user as a mailbox delegate. When you set up someone as your delegate, the person can manage your Outlook mailbox from her computer. You can customize her permission levels based on the calendar folders you want her to see, or the messaging actions you want her to perform. Setting up an Outlook delegate is a common practice among senior level managers with executive assistants.

Instructions

  1. Share Your Outlook Calendar With Another User

    • 1

      Open Microsoft Office Outlook. Click "Go" in the top menu bar of the navigation pane, then select "Calendar."

    • 2

      Click the "Share My Calendar" hyperlink located on the lower-left side of the calendar navigation pane. Select the "Permissions" tab, and then click the "Add" button.

    • 3

      Type the name of the person you wish to allow to view your Outlook calendar. Click the person's name, then click the "Add" button. Click the "OK" button.

    • 4

      Click the name of the person you just added in the "Name" box on the "Permissions" tab. Select the level of access you wish to grant the user from the "Permissions Level" pull-down menu. Select "Reviewer" to grant read-only access to your calendar.

    • 5

      Click the check boxes and radio buttons next to the actions you wish to let the user perform within your calendar, if any. If you selected "Reviewer" as the permission level in Step 4, Outlook selects the boxes next to "Read items" and "Folder Visible," and the "None" radio buttons by default.

    • 6

      Click the "Apply" button, then click the "OK" button to close the "Calendar Properties" window.

    Give Someone Delegate Access to Your Outlook Calendar

    • 7

      Open Microsoft Office Outlook. Click "Go" in the top menu bar, then select "Calendar."

    • 8

      Click "Tools" in the top menu bar, then select "Options." Click on the "Delegates" tab in the "Options" window.

    • 9

      Click the "Add" button. Type the name of the user to whom you wish to grant delegate access. Click the name of the user, then click the "Add" button. Click the "OK" button.

    • 10

      Select a permission level for each Microsoft Outlook folder (i.e., Calendar, Tasks, Inbox, etc.) you want to give the delegate access to using the pull-down menu next to each calendar folder icon.

    • 11

      Click to select the check box next to "Automatically send a message to delegate summarizing these permissions," if you want to notify the delegate of their updated permission levels. Otherwise, leave the box not checked, and proceed to Step 6.

    • 12

      Click the check box next to "Delegate can see my private items," if you wish to allow your delegate read access to private and confidential emails. Otherwise, leave this box not selected, and proceed to Step 7.

    • 13

      Click the "Apply" button, then click the "OK" button to close the "Options" window.

Tips & Warnings

  • Permission levels only work with Microsoft Outlook Exchange mailbox accounts.
  • Many home and personal Outlook mailboxes do not run on a Microsoft Exchange messaging system.
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References

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  • Photo Credit businesswoman image by Paul Moore from Fotolia.com

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