Calendar Functions for Outlook 2011 for Mac
Sharing your calendar with another person
To allow another person to access your Exchange calendar, you will need to grant them permission to your calendar.
- Open Outlook 2011 for Mac and click on the Calendar button to switch to the calendar view.
- Hold down the control key (right-click) and click on Calendar in the list. A context menu will pop up. Select Sharing Permissions...
(Your exchange calendar usually contains some reference to your NetID
or full name and has a calendar icon indented under your Exchange
account.)
- Click the Add User... button, type in the name of the person that you would like to give access to your calendar and click the Find button. Select the person from the list if more than one person is listed and click OK.
- Next,
you will need to set the level of access that this person will have to
your calendar. Highlight the user to be changed and using the pop-down
button next to Permission Level:, select the permission level you want that person to have. Click the OK button when done.
Click here for a brief explanation of the levels that you can select in order of increasing edit capability:
The
three most commonly used levels are: Reviewer to let the person see
your calendar only, Author to let the person create events on your
calendar with the restriction that events you create cannot be modified
or deleted by this person and Editor to let the person have full access
to all events on your calendar.
Removing access to your calendar
If you have previously allowed another person access to your calendar and later want to remove that access:
- Open Outlook 2011 for Mac and click on the Calendar button to switch to the calendar views.
- Hold down the control key (right-click) and in the list of views click on Calendar. A context menu will pop up. Select Sharing Permissions...
- Select the person to be removed and click the Remove button and then click OK. If you change your mind about the changes you have made, click the Cancel button instead and no changes will be done.
Accessing another person's calendar using Outlook 2011 for Mac
To access another person's Exchange calendar, that person must have granted you permission to it.
- In Outlook 2011 for Mac, select the File menu, Open and then Open Other User's Folder...
- In the window that appears, click on the pop-down button next to Type: and select Calendar
- Type in the person's name (last name, first name will match best) to the right of the User: text field.
- If there is more than one match, the Select User window will appear. Select the name of the person from the list.
- If you do not have permission to that user's Exchange calendar, a message window will be displayed.
- If
you do have permission, the connection will be made and after a short
period of time that person's calendar will appear as a folder in the
View list on the left side under Shared Calendars.
Note: Outlook
2011 will display multiple calendars on the same calendar grid
(merged). If you would like separate calendar grids, right click on a
calendar in the list and select Open in New Window. Uncheck the
calendars or category views that you don't want for the new window. Do
the same for the original calendar view. Alternatively you could check
or uncheck the calendars and categories as needed.
Removing a shared calendar from view
If you have connected to another person's calendar and no longer want to see it or no longer have proper access to it:
- Open Outlook 2011 for Mac and click on the Calendar button to switch to the calendar view.
- Hold down the control key (right-click) on the shared calendar in the list to be removed. A context menu will pop up. Select Remove from View.
