Microsoft Outlook 2003

Sharing Your Calendar with Department Members

One of the benefits of Outlook is the ability to share Calendars with others. Calendars can be shared to provide access for others to view but not make any changes. Access can also be provided for others to make appointments on your Calendar. Access is based on permissions established with appropriate department personnel. For more information on permissions, refer to Sharing Your Calendar: Setting Permissions.

Adding the Shared Calendars to Your Other Calendars List
Viewing Shared Calendars
Removing a Shared Calendar

Adding the Shared Calendars to Your Other Calendars List

Once each member of a department has set the appropriate permissions for the other members of the group, each member adds the calendars to his/her Other Calendars list.

With your calendar open, in the Navigation Pane, click OPEN A SHARED CALENDAR
The Open a Shared Calendar dialog box appears.
In the Name text box, type the username of the calendar that you want to view
OR
To select the name from the campus directory, click NAME...
Click OK
NOTES:
The person's calendar is displayed alongside your own.
In the Navigation Pane, the person's name appears under Other Calendars.
To close the display of that calendar, in the Navigation Pane, under Other Calendars, deselect the person's calendar
Repeat steps 1-4 for each member of your department who is sharing a calendar

Viewing Shared Calendars

With your calendar open, in the Navigation Pane, under Other Calendars, select the person's calendar you would like to view
HINTS:
A calendar is selected if there is a checkmark in the box.
You may display as many or as few calendars as desired by selecting or deselecting them. Screen size and resolution will determine readability.
When done viewing another calendar, to close the display of that calendar, deselect the person's calendar

Removing a Shared Calendar

If it is no longer appropriate for a department member to share his/her calendar or if a member leaves, you can easily remove his/her calendar from your Other Calendars list.

With your calendar open, in the Navigation Pane, under Other Calendars, right click the person's calendar you want to remove » select Remove from Other Calendars