USC Marshall School of Business Marshall Information Services. Outlook 2013 Sharing Calendars. 1.1 Delegate Access

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Christian Smith
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USC Marshall School of Business Marshall Information Services Outlook 2013 Sharing Calendars Most people who wish to share calendars fall into three groups: Delegates (1.

2) You need to be able to view someone else's calendar but will not be making changes to it. Departmental Access (1.

1 Delegate Access With Delegate Access, one person (usually an assistant) will be managing another person's calendar including scheduling appointments, meetings, and accepting meetings invitations

1 USC Marshall School of Business Marshall Information Services Outlook 2013 Sharing Calendars Most people who wish to share calendars fall into three groups: Delegates (1.1) - You will be managing someone else's calendar including scheduling appointments, meetings, and accepting meetings invitations for them. Viewer Access (1.2) You need to be able to view someone else's calendar but will not be making changes to it. Departmental Access (1.3) - Everyone in your department needs to view or write to a shared calendar such as a vacation calendar. 1.1 Delegate Access With Delegate Access, one person (usually an assistant) will be managing another person's calendar including scheduling appointments, meetings, and accepting meetings invitations for them. 1.1 a Granting Delegate Access to your Calendar (Performed by Calendar Owner) While there are different levels of delegate access to a calendar, the instructions in this section assume that an assistant will be managing your calendar, meetings, and appointments for you. These steps must be performed by the owner of the calendar. 1. Log in to the client version of Outlook. 2. Click the File tab. 3. Click Info from the left menu. 4. Click Account Settings then Delegate Access. 5. In the Delegates window, click the Add button. 6. In the Add Users window, type the name of the person you wish to make a delegate and click Go. 7. Click the delegate from the list and click Add. 8. Click OK. The Delegate Permissions window should appear. Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 1 of 9

9. At "Calendar" select "Editor". 10. Check "Delegate received copies of meetingrelated messages send to me". 11.

The person you have made a delegate will receive an email message and receive copies of all meeting requests sent to you.

1b Managing a Calendar you are a Delegate of When someone makes you a delegate of their calendar by following the steps in the

You will now be able to: View and Edit their Calendar. Receive their Meeting Invitations and Respond for them.

Viewing the Calendar You are a Delegate of To view their owner's calendar, you must add it to your calendars. 1.

2 9. At "Calendar" select "Editor". 10. Check "Delegate received copies of meetingrelated messages send to me". 11. At "Tasks" select "Editor". 12. Check "Automatically send a message to ". 13. Click "OK". The person you have made a delegate will receive an message and receive copies of all meeting requests sent to you. See the next page for managing the calendar you are a delegate of. 1.1b Managing a Calendar you are a Delegate of When someone makes you a delegate of their calendar by following the steps in the previous section, you will receive an informing you of your access (see image to the right). You will now be able to: View and Edit their Calendar. Receive their Meeting Invitations and Respond for them. Send Meeting Invitations on their behalf. Viewing the Calendar You are a Delegate of To view their owner's calendar, you must add it to your calendars. 1. In the client version of Outlook, display calendars (Control + 2). 2. From the menu, click the "File" tab. 3. Click "Open & Export". 4. Click "Other Users Folder". 5. Use the "Name" button to locate the person who made you a delegate to their calendar. 6. Verify "Folder Type" is set to "Calendar" then click "OK". Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 2 of 9

The calendar will appear while in Calendar view (Control + 2) under

of If delegate access was setup as shown in section 5.

can answer them for the calendar's owner.

In the client version of Outlook, open your Inbox. 2.

The person who was invited to the meeting (and you are responding for)

3 The calendar will appear while in Calendar view (Control + 2) under "Shared Calendars". To view the shared calendar, check its box. To hide it, uncheck its box. 1.1c Responding to a Meeting Request for a Calendar you are the Delegate of If delegate access was setup as shown in section 5.1, the calendar's delegate should get a copy of the meeting requests and can answer them for the calendar's owner. Follow the steps in this section to respond as a delegate. 1. In the client version of Outlook, open your Inbox. 2. Double click the meeting request to open it. The person who was invited to the meeting (and you are responding for) will appear here. 3. Use these buttons to respond to the meeting request. You can view the calendar by clicking this button or in the view below. Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 3 of 9

4 The response received by the meeting organizer will appear as below using "on behalf of". Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 4 of 9

1.2 "View Only" Access to your Calendar or Sub Calendars Follow the steps in this section if you would like someone else to be able to view your calendar (or sub calendars) but not affect them. 1.

Verify that "All recipients to view your Calendar" is checked. 5. Click the "Details" down arrow and select how detailed you view you are is. Full Viewer can see all details of your calendar.

5 1.2 "View Only" Access to your Calendar or Sub Calendars Follow the steps in this section if you would like someone else to be able to view your calendar (or sub calendars) but not affect them. 1. Display your calendar in the navigation pane (Control + 2). 2. Click the "Home" tab from the menu then the "Share Calendar" button. 3. Specify the Marshall users who will be viewing your calendar. 4. Verify that "All recipients to view your Calendar" is checked. 5. Click the "Details" down arrow and select how detailed you view you are is. Full Viewer can see all details of your calendar. * Limited Details Viewer can see all read the subject line of calendar items but not open them and view the details. * Availability Only The view sees when you are busy as blank blocks but cannot read anything about the calendar item. * * Items marked "Private" are never visible when using this method of sharing. 6. Click "Send". 7. Click "Yes" to confirm. Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 5 of 9

1.2b Viewing a Shared Calendar When a Marshall user shares their calendar with you using the method shown in 1.2a, you will receive an email informing you.

To open the shared calendar in the future, open calendar navigation (Control + 2) and check the calendar located under "Shared Calendars". 5.

6 1.2b Viewing a Shared Calendar When a Marshall user shares their calendar with you using the method shown in 1.2a, you will receive an informing you. To open the shared calendar, follow the steps below. 1. In the you received, click "Open this Calendar". Their calendar should open. To open the shared calendar in the future, open calendar navigation (Control + 2) and check the calendar located under "Shared Calendars". 5.3 Revoking Someone's Access to your Calendar The steps for removing delegate or shared access to your calendar are shown below. 1. From the Outlook client, display calendar view (Control + 2). 2. Right click the calendar folder you with to affect and select "Properties". 3. Click the "Permissions" tab. 4. Click the person's name then click the "Remove" button. 5. Click "OK". Note that you can also change a person's access level here. Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 6 of 9

1.3 Shared Departmental Calendars (Outlook Sub-Calendar) Departmental calendars are often used to track vacations, student worker schedules, room

department members create a sub-calendar in Outlook and then share that with the other departmental members.

7 1.3 Shared Departmental Calendars (Outlook Sub-Calendar) Departmental calendars are often used to track vacations, student worker schedules, room assignments and other types of information that needs to be available to department members but not necessarily appear on each member's individual calendar. Until Marshall is able to provide SharePoint calendars to departments, the best method of employing a departmental calendars is to have one of the department members create a sub-calendar in Outlook and then share that with the other departmental members. The only down side to this is that if the calendar owner leaves and their account is disabled, the calendar goes away unless someone has the foresight to export it first. 1.3a Creating a Shared Outlook Sub-Calendar These steps should be performed by the person in the department who will be the calendar's owner. 1. Open the client version of Outlook. 2. Make sure the Folder Pane is visible. 3. Press Control + 2 to display calendar navigation. 4. Right click your calendar and select "New Calendar ". 5. Type a name for the new calendar then click "OK". Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 7 of 9

1.3b Sharing the Sub-Calendar To share one of your sub-calendars, follow the steps below. 1. Display the calendar navigation pane (Control + 2). 2. Check only the calendar you wish to share. 3.

6. Click the "Details" down arrow and select how detailed you view you are is. Full Viewer can see all details of your calendar.

8 1.3b Sharing the Sub-Calendar To share one of your sub-calendars, follow the steps below. 1. Display the calendar navigation pane (Control + 2). 2. Check only the calendar you wish to share. 3. Click the "Home" tab from the menu then the "Share Calendar" button. 4. Specify the Marshall users who will be viewing your calendar. 5. Verify that "All recipients to view your Calendar" is checked. 6. Click the "Details" down arrow and select how detailed you view you are is. Full Viewer can see all details of your calendar. * Limited Details Viewer can see all read the subject line of calendar items but not open them and view the details. * Availability Only The view sees when you are busy as blank blocks but cannot read anything about the calendar item. * * Items marked "Private" are never visible when using this method of sharing. 7. Click "Send" then "Yes" to confirm. 1.3b Viewing a Shared Calendar When a Marshall user shares their calendar with you using the method shown in 1.3a, you will receive an informing you. To open the shared calendar, follow the steps below. 1. In the you received, click "Open this Calendar". Their calendar should open. To open the shared calendar in the future, open calendar navigation (Control + 2) and check the calendar located under "Shared Calendars". Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 8 of 9

1.3c Changing a Viewer's Access Level to a Shared Calendar When you share a sub-calendar using

If you would like them to be able to edit and post, follow the steps in this section. 1.

3. In the Properties window, click the "Permissions" tab. 4.

9 1.3c Changing a Viewer's Access Level to a Shared Calendar When you share a sub-calendar using the method above, users can view the sub-calendar but not edit or post to it. If you would like them to be able to edit and post, follow the steps in this section. 1. Press Control + 2 to display calendar navigation. 2. Right click the calendar you wish to affect and select "Properties". 3. In the Properties window, click the "Permissions" tab. 4. In the Name list, select the people whose properties you wish to set (hold Control to select multiple people). 5. Click the "Permission Level" drop down and select the level of access you wish to grant. 6. Click "Apply". 7. Click "OK". Marshall School of Business Outlook2013-Assistant_Access_and_Sharing.docx 1/8/14 Page 9 of 9

Delegating Access & Managing Another Person s Mail/Calendar with Outlook. Information Technology

Delegating Access & Managing Another Person s Mail/Calendar with Outlook Information Technology 1. Click the File tab 2. Click Account Settings, and then click Delegate Access 3. Click Add 4. Type the