HOW TO USE SHARED CALENDARS IN OUTLOOK

Having shared calendars is a great time saving feature that any business can use. It is a

way to keep track of meetings, conference room availability, co-worker availability and even

device availability such as a loaner laptop. If you have a Small Business Server or Exchange

Server and use Microsoft Outlook for your email, you already have the tools you need to

start using shared calendars.

How to Schedule a Meeting

1 Click on the Calendar button.

2 Click on New Appointment in the upper left.

3 In the New Appointment window you can type a username where it says Click here to

add a name. Hit enter after you type the name.

4 You will now see that user’s calendar. Busy time is indicated by a blue line and time

where they are out of the office is indicated by a purple line.

5 There are multiple ways to set a meeting time:

5.1 Use the green and red vertical lines to specify the start and end time of the

meeting. Make sure they don’t overlap busy time for any of the required attendees.

5.2 At the bottom of the New Appointment window (on the Scheduling tab) you will see

Meeting Start Time and Meeting End Time.

5.3 On the Appointment tab you will see Start Time and End Time in the middle

of the window.

6 Enter the subject and location of the meeting on the Appointment tab.

7 Attendees will also see any notes entered in the large white box at the bottom of

the Appointment tab.

How to View Someone Else’s Calendar

You must have the correct permissions setup to view another person’s calendar. There

are multiple ways to do view another person’s calendar:

1 You can follow the instructions under How to Schedule a Meeting.

2 You can also click on File, Open, Other User’s Folder. Type the name of the person

whose calendar you want to view and choose Calendar from the folder type dropdown.

Click OK. Once you’ve done this you will see that person’s calendar listed under Other

Calendars if you click on the Calendar button.

3 If you’ve previously viewed this person’s calendar, click on the Calendar button. Put a

checkmark next to their name under Other Calendars.

How to Change Permissions on Your Own Calendar

If you would like everyone to be able to view your calendar, make sure the default name has

the Reviewer permission level.

1 Click on the Calendar button.

2 Under My Calendars on the upper left, right click on Calendar and click on Properties.

3 Click on the Permissions tab.

4 You can review the current permissions listed in the white box at the top.

5 If you would like to remove a current permission, click on that name then click on the

Remove button.

6 To add a new permission, click on Add. Find the name that you would like to add in the

list, double click on it then click OK.

7 You can give that person default permission by choosing from the Permission Level

dropdown. You can also choose Custom Permissions just below that dropdown.

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