Sharing  Calendars  in  Outlook  2010  Howdy!  

This  document  will  help  you  create  and  share  a  calendar  in  Outlook  2010.  

 

Click  Calendar,  which  is  located  at  the  bottom  left  corner  of  the  window,  to  switch  Outlook  to  Calendar  view.    

 

You  should  now  be  able  to  see  your  Outlook  Calendar.    Every  exchange  account  has  a  default  personal  calendar.  You  can  choose  to  share  this  one,  but  in  this  doc,  we  will  create  a  new  calendar.  

Creating  a  Calendar  

 Click  Open  Calendar,  and  select  Create  New  Blank  Calendar…  

 

You  will  need  to  name  your  new  calendar  and  also  select  a  location  for  it.  

 

 

 

You   should   see   a   new   calendar   added   with   the   name   you   selected.     You   can   add   appointments,  meetings  and  tasks.  You  can  choose  when  these  events  will  be  and  whether  or  not  they  will  be  reccuring  events.   You   can   read   more   about   these   events   at     http://office.microsoft.com/en-­‐us/outlook-­‐help/introduction-­‐to-­‐the-­‐outlook-­‐calendar-­‐HA010354961.aspx.  

Sharing  a  Calendar    

If  you  want  to  share  this  calendar,  select  Share  Calendar  from  the  ribbon  menu.  

 

You   can   only   choose   to   share   this   calendar   with   a   CVM   email   account.   You   can   send   a   copy   of   the  calendar  to  an  external  account,  but  it  will  not  update  automatically.  

Choose  the  people  who  you  want  to  share  this  calendar  with  and  select  Send.  If  you  want  the  recipient   to  be  able   to  add,  edit  or  delete   items   in   this   calendar,   check   the  box  which  allows  this.  You  can  also  change  permissions  later  on.  

The   recipients   of   the   message   will   be   required   to   open   the   calendar;   they   will   receive   a  message  in  their  inbox.    

 

 

The  above  picture  shows  the  message  that  recipients  of  the  calendar  receive.  They  will  need  to  click  Open  this  Calendar.  The  calendar  will  now  appear  as  a  shared  calendar  in  calendar  view  in  outlook.   The   calendar   will   be   dynamically   updated.   If   an   editor   changes   the   calendar,   all  recipients  will  see  these  changes.  

 

 

 

 

 

 

 

 

 

You   should   now   be   sharing   a   calendar.   If   you   want   to   change   permissions,   right   click   the  calendar  you  created,  and  select  Properties...  

 

Click  on  the  Permissions  tab.  Here  you  can  see  who  has  access  to  your  calendar.    You  can  add  and  remove  people  and  you  can  change  their  permissions.  Another  way  to  get  to  Permissions  is  by  clicking  the  Calendar  Permissions  button  in  the  ribbon  menu.