With your permission, other people can view or manage your Outlook calendar.

There are two ways to share your Outlook calendar with another person. You can:

  1. provide view-only access to your calendar, so another person can see it alongside their own Outlook calendar
  2. grant someone permission to manage your calendar, including accepting or rejecting meeting invitations and writing responses on your behalf. This is called delegate access.

To share your calendar, follow the instructions for your operating system, or for the Outlook Web App in the my.UQ dashboard.

These instructions are for Outlook 2016.

View-only access

  1. Open Outlook.
  2. Click the calendar icon, then select ‘Share Calendar’ from the 'Home' menu.
  3. Click the 'To' button and search for the person you want to share your calendar with. Click their name.
  4. Select the level of access you want the person to have.
  5. Click ‘OK’.

Delegate access

  1. Open Outlook.
  2. Go to the blue 'File' tab and click ‘Account Settings’ then ‘Delegate Access’.
  3. Click the ‘Add’ button and search for the person who will manage your calendar. Click their name.
  4. Click 'Add' and then 'OK'.
  5. Set the permissions you want your delegate to have. Your delegate can read, create or modify your calendar.
  6. Tick the box next to ‘Automatically send a message to delegate summarizing these permissions’.
  7. Click ‘OK’.

Open a shared calendar

  1. Open Outlook.
  2. Click the calendar icon. At the top of the page, select 'Open Calendar' > 'Open Shared Calendar'.
  3. Click the 'Name' button and search for the person whose calendar you want to view.
  4. Click 'OK' to open the calendar.

These instructions are for Outlook for Mac.

View-only access

  1. Open Outlook.
  2. Click the calendar icon, then select ‘Calendar Permissions’ from the 'Organize' tab.
  3. In the ‘Calendar Properties’ window that opens, click the ‘Add User’ button and search for the person you want to share your calendar with. Select their name and click ‘Add’.
  4. When you return to the 'Calendar Properties' window, use the drop-down menu to set a permission level. The settings for 'Read', 'Write', 'Delete' and 'Other' will change, depending on the permission level you choose.
  5. Click 'OK'.

Delegate access

  1. Open Outlook.
  2. Go to the 'Tools' menu at the very top of your screen and select 'Accounts'.
  3. Select the relevant account from the side menu, then click the 'Advanced' button.
  4. Click the 'Delegates' button, then click the plus (+) button under 'Delegates who can act on my behalf'.
  5. Search for the person you want to share your calendar with. Select their name and click ‘Add’.
  6. Use the drop-down menus to set the permissions you want your delegate to have. Your delegate can read, create or modify your calendar. Click 'OK'.
  7. Click 'OK' again to save and finish.

Open a shared calendar

  1. Open Outlook.
  2. Click the calendar icon, then select ‘Open Shared Calendar’ from the 'Home' tab.
  3. Search for the person whose calendar you want to view. Click 'Open'.
  4. Tick the ‘Always use my response for this server’ box, then click ‘Allow’.

The calendar will appear under 'Shared Calendars' in the side menu.

Use the same instructions to set up view-only access or delegate access:

  1. Log in to the my.UQ dashboard and click 'Email'.
  2. Click the calendar icon, then click the 'Share' button at the top of the page.
  3. Type the name of the person you want to share your calendar with. Click their name when it appears.
  4. Use the drop-down menu to set the permission level you want the person to have. You can set permissions from view-only to delegate-level access.
  5. Click 'Share' to finish.

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