Permissions and Sharing

You can share email messages, events, contacts, tasks, and notes with other campus affiliates using Exchange email and calendar.  Select the permission/sharing option that best meets your needs.For additional help, please refer to the Permissions Comparison chart.

View Free/Busy

By default, any campus affiliate using Exchange email and calendar can view free/busy times through the Scheduling Assistant, available when creating or modifying a meeting.  You do not need to set permissions or share your calendar.  For more information on using the Scheduling Assistant, see the appropriate Calendar Getting Started/Quick Reference card. 

You do have the option to make events/meetings private. If you share your calendar with others, details of your private meetings are NOT viewable; however, if you have named delegates, they can be given special permissions to view private items.

For those using Outlook 2010 or Outlook Web App (OWA) you can also view free/busy times by opening that person's calendar.  See the appropriate Open a Shared Calendar steps. The option to view free/busy times by opening someone's calendar is not available in Outlook 2007 or iCal unless that person has given you reviewer permissions (see below).

Another option to allow others to view your calendar information is through Internet calendar publishing. This method allows you to share your calendar information even with individuals not using Exchange, e.g. students.

View Meeting Details

For someone to see your meeting details (i.e., subject, location, attendees, description), you will need to give that person reviewer permissions.  To do this, see the appropriate Set Reviewer Permissions steps.  Please note, meetings marked as private will display only free/busy times.

Once you set reviewer permissions, the recipient will see your meeting details through the Scheduling Assistant and will be able to open your calendar.  See the appropriate Open a Shared Calendar steps.

View, Create, Modify Meetings

If you want someone to create, read or modify meetings on your behalf, there are two options: Editor or Delegate permissions.

Note: Outlook Web App (OWA) does not support editor/delegate permissions.  Please use one of the Exchange desktop clients (i.e., Outlook, Entourage).

Editor

If you give an individual editor permissions, they can create, read or modify meetings on your behalf.  They will not receive meeting requests or cancellations for you through email.  Thus, they can only accept or decline meetings for you by opening your calendar.  For steps, see the appropriate "Editor/Delegate Permissions" link.

Delegates

If you give an individual delegate permissions, they can create, read or modify meetings on your behalf.  They can also respond to meeting requests on your behalf through email.  For steps, see the appropriate "Editor/Delegate Permissions" link.

Learn more at Exchange Tips & Best Practices

Last Updated: 3/14/12