Sharing your Exchange Calendar

By default, only your free/busy time will display in Exchange. People can see that you are busy or out of the office, but they can’t see what you are doing.

However, you can opt to share your calendar with other people, choosing from preferences that could allow others to view, and even edit, your calendar.

To share your calendar, you must use one of the desktop clients rather than Outlook Web Access and follow the instructions below.

Outlook 2007/2010 for Windows and 2011 for Mac

  1. Open Outlook and switch to the Calendar. If you have access to more than one calendar, click My Calendars to expand the full list.
  2. In Outlook 2011, Ctrl-Click on the calendar you would like to share and choose Sharing Permissions. In Outlook 2010 for Windows, right-click on your calendar, expand the Share menu, and select Calendar Permissions. In Outlook 2007, right click on the calendar you would like to share and choose->Change Sharing Permissions.
  3. Click Add (or Add User).
  4. Search (or Find) the account you want to share with.
  5. Click OK (or Add and OK) to select a name and return to the Calendar Permissions screen.
  6. Modify the permissions for the account you added by selecting it and changing the Permission Level drop-down menu OR by customizing permissions with the Read, Write, Delete Items, and Other menus.
  7. When all of your permissions are set, click OK to return to Outlook.

Entourage 2004/2008

  1. Open Entourage and click Calendar.
  2. Right-click on your calendar located in left menu and select Sharing.
  3. Click Add User.
  4. Type in the name of the person you would like to share your calendar with and then click Find.
  5. Choose the name from the list of results and click OK.
  6. Modify the permissions for the account you added by selecting it and changing the Permission Level drop-down menu or by customizing permissions with the Read, Write, Delete Items, and Other menus.
  7. When all of your permissions are set, click OK to return to Entourage.

Troubleshooting

If you either can’t see the availability of someone you know you should be able to see or can’t share your calendar with someone (as shown below), you may have a corrupt local profile for that individual.

error

To fix this problem:

  1. Use the the removal icon (an X next to their name) that appears in the auto-fill window to remove the suggested address.
  2. Manually enter the person again as login@bu.edu.
  3. Restart Outlook.