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  • Writer's pictureALIF Consulting

Understanding Office 365 Calendar and its permissions

Updated: Mar 10

In day to day activities it is important to manage the meetings, invites, tasks, events and to achieve this we have Calendar unlike our physical wall calendar.

Calendar is scheduling component of Outlook that is fully integrated with email, contacts, and other features.

Just as you write in a notebook, you can click any time slot in the Outlook Calendar and start typing. By using the Calendar you can create appointments and events, organize meetings, view group schedules, and much more.

Uses of Calendar

Create appointments and events

Click any time slot in the Outlook Calendar and start to type to create your appointment or event. You can opt to have a sound or message remind you of appointments, meetings, and events, and you can color items for quick identification.

For more information, see Create or schedule an appointment and Create an event.

Organize meetings

Select a time on the Calendar, create a meeting request, and select the people to invite.

If you, as the meeting organizer, allow this, invitees can propose an alternative meeting time. As the organizer, you can track who accepts or declines the request or who proposes another time for the meeting by opening the request.

View group schedules

You can create calendars that show the schedules of a group of people or resources.

View calendars side-by-side

You can view side-by-side multiple calendars that you created and also calendars shared by other Outlook users. For example, you can create a separate calendar for your personal appointments and view both your work and personal calendars side-by-side.

Types of Calendar Permission Levels

  • Reviewer With this permission, the delegate can read items in your folders.

  • Author With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf.

  • Editor With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

Assigning Calendar Permission

Calendar access control using Outlook (Windows)

After you have configured your Office 365 account in Outlook, you may want to configure your default calendar sharing permissions as well. Note: If you are the owner of a resource and have subscribed to the resource calendar, you can also perform these actions for the resource. Just make sure you have performing these actions as the resource when following these steps.

1. Start Outlook.

2. Navigate to your calendar by clicking on the Calendar tab in the lower left hand corner of your Outlook client.

3. At the calendar screen, select your default calendar, "Calendar":

4. Right-click on the calendar and then click on the "Properties" field. This will open a dialog box that gives you further choices:

5. Select the "Permissions" tab at the top of the dialog box that opens. The 'Calendar Properties' screen will be displayed:

The Default permissions level will be "Free/Busy time". When set to this value, this setting allows others to view whether you are free or busy, but does not allow others to see what you are doing during that time, nor with whom you are meeting.

6. Make sure Default user is selected and use the options within the 'Read' box to change the desired default permissions for your calendar. To fully restrict others from seeing your calendar, set the "Read" permission level to "None". This setting will only restrict them from viewing your availability, they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, set read permissions to "Full Details" or "Free/Busy time, subject, location".

Please note the "Permissions" for the Anonymous user. Anonymous users are users who have not yet migrated to Office 365 or who are entirely outside of the University of Wisconsin - Milwaukee system. If you wish to change calendar viewing permissions for these groups, you will need to change these here. Do not delete this account/user.

7. When you are done setting your permissions, click on "Apply" and then click on "OK" to exit the Calendar Properties dialog box.

Calendar access control using Outlook on the Web

1. Open Outlook on the Web.

2. Navigate to your Calendar

3. At the calendar screen, right-click your default calendar, "Calendar", and select "Sharing permissions".

4. Next to "My Organization", click on the drop-down menu and select the desired permissions level. This will grant that level of permissions to anyone who opens up your calendar. The default permissions level will be "Can view when I'm busy". When set to this value, this setting allows others to view where you are free or busy, but does not allow others to see what you are doing during that time, nor with whom you are meeting. *IMPORTANT! If you change the permissions level of "My Organization" to "Can edit", this gives EVERYONE who views your calendar the permission to edit the events on your calendar. This is highly NOT RECOMMENDED.

5. When you are done settings your permissions, click the "Done" button to close the window.

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