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You can set calendar permissions to allow other Users to not only view your calendar but create, edit, and delete items too

Find out how to:


Step-by-step guide


Providing Calendar permissions to Traffic

Below are steps to show you how to grant Traffic access to manage your calendar.


  1. With your Outlook Calendar open, click the Calendar Permissions button on the Ribbon.



    The Calendar Properties dialog appears. 

  2. Click the Add button. 



    The Add Users dialog appears from where you will add the individuals you want to view your calendar.

  3. Select the User you want to grant permission to, and then click the Add button. 

    In this example, Anton Strydom was selected.



  4. Click the OK button.



    The User is added to the list. 


  5. Click on the drop down arrow on the Permission Level field to select a predefined set of permissions, or specify the permissions from the checkboxes below this field.

    Your Traffic Manager may need to view full details on your calendar, create items and edit items they created. 

    In this example, the checkboxes for Full DetailsOwnCreate Items and Edit own were selected.

    Permission Level

    Explanation

    Full Details

    Allows the User to view full details of events on your calendar.

    Create ItemsAllows the User to create items on your calendar.
    Edit OwnThe User will only be able to edit items created by them.
    OwnThe User can only delete items they created.
  6. Click the Apply button.



  7. Add all Users you want to grant permissions to, and then click OK.



    The Traffic Manager will be able to view details of your calendar as well as create and edit items.



Sharing your Calendar via Outlook Web Access

Outlook on the web is a personal information manager from Microsoft.  It is included in Office 365, Exchange Server, and Exchange Online.  It includes a web based email client, a calendar tool, a contact manager, and a task manager.


  1. Open your Internet Browser (Chrome, Firefox Safari etc) and paste this web link: https://outlook.office.com/owa/



    A Microsoft Sign in window appears. 

  2. Enter your email address and click the Next button.



  3. Enter your Outlook password, and click the Sign in button.



  4. To reduce the number of times you are asked to sign in, click the Yes button.  If you want to enter your details every time you sign in, click the No button.

    In this example, the Yes button was selected.



    The Outlook 365 screen appears with all your emails. 

  5. Navigate to the Calendar tab at the bottom of the screen. 



    The Calendar screen appears. 

  6. Click the Share button at the top.



    The Share this calendar window appears. 

  7. In the entry field, enter an email address or contact name of the User you want to share your calendar with.  Please note that you can share your calendar with everyone within your organisation. 

    In this example, Ashraf Titus was added.



  8. Click the drop down arrow on the field next to the user's name, and select Can view all details.



  9. Click the Share button.



    You will see a list of all Users you have shared your calendar with.



    The User will receive an email informing them that you want to share your calendar with them. 

  10. Click the Open this Calendar button at the top to complete the sharing process. 




Sharing your calendar and getting permission to view other calendars in Outlook 365

You can share your Outlook calendar with another Outlook User or request viewing access to another User's calendar.  If you do not want to share your calendar, but require access to view, create, edit and delete items in another User's calendar, you can request permission from them.  

When you initially share your calendar with people, you're only granting them permission to view the calendar.  

Below are steps to show you how to share your calendar and request permission to view other people's calendars in Outlook 365.


  1. With Office 365 open, navigate to the Calendar tab at the bottom of the screen.



  2. Click the Share Calendar button on the Ribbon under the Home tab.



    If you are unable to see the Share Calendar button, you can share your calendar using Outlook Web Access. Please speak to your IT administrator to assist you.


    The Share Invitation dialog appears. 

  3. In the To field, select all Users you want to share your calendar with or request permission to view theirs.



  4. Click the To button.



    The Select Names dialog appears. 

  5. Select all Users you want to share your calendar with or view theirs, and then click the To button at the bottom of the dialog. 



  6. Click the OK button.



  7. To view another User's calendar, check the Request permission to view recipient's Calendar checkbox.



  8. In the Details drop down, select the permission level you want to allow. 

    Permission level

    Explanation

    Availability onlyThey will only see if you are free or busy if you have appointments entered.
    Limited detailsIn addition to availability, shows the Subject of appointments.
    Full detailsShow the availability, Subject, and details of the calendar appointment.


    In this example, Full details was selected.



  9. Click the Send button.



    A dialog appears. 

  10. Click the Yes button.



    Once Users get the sharing invitation or sharing request, they must click on Open this Calendar for it to be added to their calendar list.  In case of a request, the Receiver can click the buttons Allow or Deny in the message.


  11. If you do not want to share your calendar with other users, you can request them to share theirs with you.