There are two steps to this process:

Step 1 - Configure Outlook to allow others to see your calendar.
Step 2 - Configure Outlook to view other peoples' calendars.

Step 1 - Configure Outlook to allow others to see your calendar

1. In order for others to view the contents of your calendar, you first need to delegate permission to each of your colleagues.
2. Within Outlook, click Calendar from the shortcut bar to show the calendar view. (See illustration below).
3. Within the ‘My Calendars’ pane, right-click the calendar you wish to share (there may only be one calendar in the list).
   
   
   
   
   
   
   
4. Within the context menu that appears, go to Share, and then click Calendar Permissions. This will launch a new window called Calendar Properties and you will usually be taken directly to the Permissionstab.

   
   
   
   
5. Click the Add… button.
6. Ensure that the Address Book in the top-right of the window is set to Global Address List. If it’s not set to this already, then select it from the drop-down list.
7. Double-click each person you wish to assign rights to. Their name will be added to the Add -> box at the bottom of the window.
   When you’ve selected everyone, click OK.
8. Note that all of the users you’ve just added are now listed and highlighted in the permissions window. If for any reason they are not, please select all of them by clicking each one while holding the CTRL key.
9. In the Permissions section, drop down the Permission Level menu and select Reviewer. This will change the permission for everyone you’ve got selected.
10. Click OK.
11. Your calendar is now accessible by the people you selected.

 

Step 2. Configure Outlook to view other peoples' calendars.

1. Click File.
2. Click Open.
3. Click Other User’s Folder
4. Click Name.
5. Ensure that Global Address list is selected in the top-right Address Book menu.
6. Select the name of your colleague in the list.
7. Click OK.
8. Select Calendar  from the Folder Type drop-down menu.
9. Click OK.
10. The person's calendar will now appear next to your own.
11. You can hide or display any calendar by ticking and un-ticking the relevant box in the left hand Calendar navigation pane.

 

 

 

If you are a client of Your Computer Department and have any difficulty with this procedure, or you would prefer us to run this for you then please give us a call on 0115 8240825 or 01332 650660.
(A charge for support may apply depending on your maintenance agreement)