Exchange Sharing & Permissions

Exchange allows you to share your calendar (and other Exchange information) with others, or even give them the ability to act on your behalf in a variety of ways.
 

Default Access Rights in Exchange
"Send As" Permissions
Sharing Permission Levels
Sharing Exchange Calendars
Viewing Shared Exchange Calendars

 

Default Access Rights for Individual Accounts

Your Exchange account has the following default sharing and access rights for others:

Email None
Calendar Free/Busy Time
(no detail)
Tasks None
Contacts None
Notes None


You can adjust these access rights to suit your needs.

If you adjust your access rights for the Default identity to include Free/Busy Time with Details, this will only show in the Scheduling Assistant. If you want people to be able to view your calendar without going into the Scheduling Assistant, you will need to give them Reviewer rights.

 

Default Access Rights for Resource Accounts

Resource permissions are slightly different from those for personal accounts. For resources, you can define not only who can see a calendar, but also who can schedule the resource, and whether or not their request to schedule must be approved. By default, resources in Notre Dame's Exchange service are set up to allow any Notre Dame employee to see the details of a resource calendar (unless an event is marked as Private), and to allow any Notre Dame employee to schedule the resource. Resource owners and delegates can adjust these access rights as needed. For more information on managing resources, please review the Managing Resources in Exchange support page.
 

"Send As" Permissions

Exchange supports the ability for you to send mail as another account owner once you have been granted the appropriate permissions to do so. The account owner or a delegate should send an email from the account to be delegated to oithelp@nd.edu and include the NetID for anyone who should be allowed to "Send As" the original account owner. This is a setting that must be configured by the OIT's email administrators.
 

Sharing Permission Levels

Exchange offers the ability to give others varying levels of access rights. The following levels of rights are available, and are explained in terms of calendar rights:
 

Permission Level

Level of Sharing Access

None Person has no access; for calendar, person cannot see your free/busy times in the Scheduling Assistant.
Free/Busy time (calendar only) Person can see blocks of "busy" time on your calendar, but cannot see any details.
Free/Busy time, subject, location (calendar only) Person can see time, subject, and location of items on  your calendar, but cannot see other details, such as participants, notes, or attachments.
Contributor Person can create new items, but cannot see any of the contents of the folder. (The folder's owner will be able to see them.)
Reviewer Person can read items in the folder, but cannot create, edit, or delete items.
Non-editing Author Person can create and read items, but not edit them. Person can delete items they have created, but cannot delete items created by the owner or other people.
Author Person can create and read items. Person can edit and delete items they've created, but not items created by the owner or other people.
Publishing Author Same as Author, plus person can create new sub-folders.
Editor Person can create, read, edit, and delete all items, regardless of who created them.
Publishing Editor Same as Editor, plus person can create new sub-folders.
Owner Person has supreme executive power over the folder, as if it were their own.


 

Viewing Shared Exchange Calendars

These instructions only work if someone has granted you permission to their calendar. Also, if someone has just recently shared their calendar with you, you may need to exit and re-launch Outlook for that permission to take effect on your computer.


Outlook 2011
Outlook 2010
Outlook 2007
iCal
OWA
 

Outlook 2011

  1. Open Outlook 2011.
     
  2. Select Calendars from the navigation pane on the left side of your screen.
     
  3. Select Open Calendar from the menu list at the top of the window.
     
  4. A new window appears. Click on the Address Book icon to choose a user's calendar
    You must select a user from the Global Address List. Typing in a name may not work properly.
     
  5. In the Address Book search field, type in the users' name for the calendar you wish to open.
     
  6. Highlight that name in the list and Click OK.
    The user's name will now resolve correctly in the user field.
     
  7. Click OK in the Open Other User's Folder window.

 

The other user's calendar will now appear as a calendar line item within the calendar navigation pane. Please note that it may take several minutes to update the new calendar when it first opens.

 

Outlook 2010

  1. Open Outlook.
     
  2. In Calendar view, select Open Calendar from the menu bar.
     
  3. Select From Address Book from the drop-down options. 
    To open resource calendars, select the From Room List option.
     
  4. The Global Address List appears. Search for and highlight the name of the use whose calendar you wish to add and view
    You must select a user from the Global Address List. Typing in a name may not work properly
     
  5. Click on Calendar at the bottom.
    You can add multiple users repeating these steps.
     
  6. Once the user is selected, click OK

     

The calendar for that individual will open in Outlook and will also be added to the list of calendars in the left Outlook calendar pane.

You can add or remove the check box next to any shared calendar you have opened before, to show or hide that calendar.

 

Outlook 2007

  1. Open Outlook
     
  2. Go to the Calendars area of Outlook
     
  3. From the left side, click Open a Shared Calendar
     
  4. From the Open a Shared Calendar dialog, click the Name... button
     
  5. Search the Global Address List to find the appropriate user
    You must select a user from the Global Address List, typing in a name may not work properly
     
  6. Highlight the user's name and click OK
     
  7. The name of the individual you selected will now appear in the Name... field
     
  8. Click OK

     

The calendar for that individual will open in Outlook and will also be added to the list of calendars in the left Outlook calendar pane.

You can add or remove the check box next to any shared calendar you have opened before, to show or hide that calendar.



iCal

  1. Launch iCal.
     
  2. From the iCal menu, select Preferences.
     
  3. Select the Accounts option.
     
  4. Select your Exchange account.
     
  5. Click on the Delegation tab.
     
  6. Click on Add (+)
     
  7. Search for and Select the user or room for which you act as a delegate, or that you have rights to view.
     
  8. Exit the iCal Preferences dialog.

     

In iCal, you should now see that person’s or room’s calendar listed under the Delegate section on the left. 

 

OWA Premium (IE Only)

  1. Using Internet Explorer, login to OWA
     
  2. In the Address Bar within Internet Explorer, change the URL to the following:
    https://owa.nd.edu/owa/netid@nd.edu/?cmd=contents&f=calendar - You MUST change netid to the NetID of the individual whose calendar you want to view
     
  3. The user's calendar will appear in the browser window. A browser shortcut or favorite can be created for later reference. To return to your own OWA account, use the IE browser back button.

 

Sharing Exchange Calendars

Outlook 2011
Outlook 2010
Outlook 2007
iCal

 

Outlook 2011

  1. Launch Outlook 2011.
     
  2. Select Calendar in the Navigation pane.
     
  3. Ctrl+Click on the calendar you want to share.
     
  4. From the drop-down menu options that appear, select Sharing Permissions.
     
  5. The Folder Properties window appears. Click on the Permissions tab.
     
  6. Select Add User.
     
  7. In the search field at the top of the Add Users box, type all or part of the user name and click Find.
     
  8. Accounts that match what you entered will be displayed. Select the user for sharing and click OK.
     
  9. From the Folder Properties window, highlight the user's name, and choose the desired level of access using the Permission Level drop-down menu.
    Refer to the Access Permissions Explained information for sharing levels specifics
     
  10. Click OK.

     

The new sharing permission will be applied once the user who was granted sharing rights exits and relaunches their Exchange mail client.

 

Outlook 2010

  1. Open Outlook 2010.
     
  2. Go to the Calendar view within Outlook.
     
  3. In the Navigation pane, right-click on your calendar and select Properties.
     
  4. The Calendar Properties window appears. Click on the Permissions Tab.
     
  5. In the Permissions window, select Add to add a new user permission.
     
  6. The Global Address List appears. Search for and highlight the user's name.
     
  7. Click on Add option at the bottom of the screen.
    You can add multiple users by repeating these steps
     
  8. Once the user appears in the Add field, click OK.
     
  9. From the Calendar Properties window, highlight the user's name and choose the desired level of access using the Permission Level drop-down menu
    Refer to the Access Permissions Explained information for sharing levels specifics
     
  10. Click OK

     

The new sharing permissions will be applied once the user who was granted sharing rights exits and relaunches their Exchange mail client.

 

Outlook 2007

  1. Login to Outlook 2007.
     
  2. Go to the Calendar view within Outlook.
     
  3. In the Navigation Pane, click on Share My Calendar...
     
  4. An email message window will appear. Click on To:...
     
  5. Search the Global Address List to find the appropriate user.
     
  6. Highlight the user's name and click on the To:... option at the bottom of the Global Address List screen and click OK
     
  7. You will return to the email message window. The To: field will now be filled with the name(s) of the person(s) you selected previously.

    Make sure you select the check box for Allow Recipient to View Your Calendar. You may also choose to select the box for Request Permission to View Recipient's Calendar, which will reciprocate calendar sharing if the recipient chooses to share their calendar with you.
     
  8. Click Send

     

The new sharing permissions will be applied once the user who was granted sharing rights exits and relaunches their Exchange mail client.

 

iCal

  1. Launch iCal.
     
  2. From the iCal menu, select Preferences.
     
  3. Select the Accounts option, then select your Exchange account in the list of accounts on the left.
     
  4. Click the Delegation tab.
     
  5. Click the Edit button near the bottom of the window.
     
  6. From here, you can see who already has access to your calendar, the level of access they have, and add or remove others.
     

Permission levels are as follows:

  • Read & Write: User has full access to read, create, and modify items.
     
  • Read & Create: User can read existing items but cannot modify them, and also can create new items.
     
  • Read Only: User can read items but cannot make any changes or add new items.
     
  • No Access: User has no access (they cannot read anything)
     

Add User Access in iCal:

  1. Click Add (+)
     
  2. Search for and Select the name of the individual with whom you wish to share your calendar.
     
  3. From the Calendars column, select the level of access you want to give that person.
     
  4. From the Tasks column, select the level of access you want to give that person.


Remove User Access in iCal:

  1. Select the User from the list in Delegation window.
     
  2. Click minus/delete (-)


 

Top of Page