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Outlook 2013 Calendar or Contact Sharing

Posted: Tuesday, January 21st, 2014 by admin

Outlook 2013

This document explains how to share your Outlook calendar or contacts in Outlook 2013.  When you use Outlook with an Exchange account, calendars and contacts can be shared between people. Calendar sharing is not limited to the default Calendar folder that is created in all Outlook profiles. The same is true of contacts.  You can create additional calendar or contact folders and choose which of those folders to share. For example, you can create a calendar or contact folder for a specific project and share it with your co-workers.

Tip:  Any message, contact, or task in Outlook can by marked private so that others don’t see the item in a shared folder.

Calendar and contact sharing works through sharing invitation and sharing request e-mail messages. Sharing invitations offer the recipient access to your calendar or contact folder. When you send a sharing invitation for your default Calendar or Contact folder, you can request access to the recipient’s default Calendar or Contact folder.

Note :  If you want to request access to an additional calendar or contact folder that the recipient has created — not the default Calendar or Contact folder — you must send an e-mail message asking for permission to access that particular folder. The recipient can then send you a sharing invitation for that calendar or contact folder.

By default, everyone has limited access to your calendar. As they create a meeting invitation using the Scheduling Assistant, they will be able to see whether you are free or busy, but they won’t be able to see any other information about your schedule (such as the meeting title, who is invited, or where it’s taking place).

Sharing your calendar allows people to look at the items on your calendar in more detail, but this is still “read only” access. They can’t add or change items.

If you want to allow someone to add or change items, you need to use Delegate Access, not sharing.

Note:  The sharing of contact uses the exact same procedure, you would just select your Contacts folder instead of your Calendar.

There are three ways to share your calendar:  in an email format, with people inside your organization, and with people outside your organization.  We will show you all three ways.  Finally, we will show you how to change the permissions of calendars you have shared.

Sharing your Exchange Calendar

Share your calendar in an email

  1. Click Calendar.

    Outlook 2013 Calendar Sharing

  2. Click Home > E-mail Calendar

    Outlook 2013 Calendar Sharing 2

  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

    Outlook 2013 Calendar Sharing 3

  4. Set any other options you want, and then click OK.
  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

Share your calendar with people inside your organization

  1. Click Calendar.

    Outlook 2013 Calendar Sharing

  2. Click Home > Share Calendar.

    Outlook 2013 Calendar Sharing 4

  3. In the email that opens, type the name of the person in your organization that you want to share your calendar with in the To box. In Details, specify the level of details that you want to share with the person in your organization, and then click Send.

    Outlook 2013 Calendar Sharing 5

  4. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar.

    Outlook 2013 Calendar Sharing 6

The shared calendar displays in the person’s Calendar list.

Share your calendar with people outside your organization

  1. Click Calendar.

    Outlook 2013 Calendar Sharing

  2. Click Home > Share Calendar.

    Outlook 2013 Calendar Sharing 4

  3. In the email that opens, type the email address for the person outside of your organization that you want to share your calendar with in the To box. In Details, specify the level of details that you want to share with the person outside of your organization, and then click Send.

    Outlook 2013 Calendar Sharing 7

If the following error displays when you try to send your sharing invitation, you have tried to share more details than is supported by the settings in your organization. If this occurs, under Details, choose to share a different level of details. Only an admin in your organization can change the sharing policy settings for your organization.

Outlook 2013 Calendar Sharing 8

  1. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar.

    Outlook 2013 Calendar Sharing 6

  2. The shared calendar displays in the person’s Calendar list.

If you receive an error when you try to share more details than are supported by the sharing policy settings in your organization, contact the person that manages your email account.

Change permissions after you have shared your calendar with other people

You can change calendar sharing permissions.

  1. Click Calendar.

    Outlook 2013 Calendar Sharing

  2. Click Home > Calendar Permissions.

    Outlook 2013 Calendar Sharing 9

  3. On the Permissions tab, make any changes to the calendar sharing permissions.

    Outlook 2013 Calendar Sharing 10

  4. Click OK.

    Outlook 2013 Calendar Sharing 11

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.


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