Sharing Your Outlook Personal Calendar

calendar Outlook PC personal sharing mobile app Microsoft office-365 shared-calendar

Question

How do I share my personal calendar in Outlook?

Answer

Expand the panels in this article for instructions on how to share your personal Outlook calendar via the Outlook desktop app and webmail.

Sharing Personal Calendar via Outlook Desktop

Log into Outlook.
Go to your Calendar section of Outlook on the bottom left side of the screen.
Under My Calendar, right-click on your personal calendar.
Select Sharing Permissions.
Select the Permissions tab.
Select the Add button to add someone to view your calendar.
Search for the name of the person you want to share your calendar within the search box.
Select Add.
Select OK.
The person's name now appears in the Currently sharing with box.
Select the Permission Level for the person you added, the default level is Free/Busy time.
- Microsoft permission definitions
Select Apply.
Select OK.
This person now has access to your calendar.

Sharing Personal Calendar via Webmail

Log in to webmail.
Select the calendar icon from the bottom left.
Select the share icon from the tool bar (top middle).
Enter the email address of someone you would like share your calendar.
Select the name of the person. From the dropdown, select the level of access you wish to add.
1. Microsoft Permission definitions
Select the share button. An email will be sent to the user at this point which they will need to accept.

Best Practices and Troubleshooting

Troubleshooting

This issue can be caused by iOS devices using the native mail app to edit a calendar appointment.

To resolve:

Navigate to Settings on the iOS device.
Select Apps.
Select Mail.
Select Mail Accounts.
Select the BGSU account.
Toggle the Mail and Calendar sync Off.

Wait a few minutes then turn the Mail and Calendar Sync back On. Please note, it may take a while for everything to sync again.

Best Practices

It is recommend to use the Outlook mobile app instead of the native calendar app.

Scheduling Meetings from Mobile Devices

For the person scheduling, do not create meetings on mobile devices (personal appointments are ok just don't invite others).
Use a desktop client or web client to schedule meetings.
When an occurrence of a recurring meeting needs to be moved or updated, it is best to cancel the occurrence and create a new one time meeting on the correct date.
Do not schedule recurring meetings for longer than 6 months, start a new series instead.

Delegates

It is recommended to only have one person who should process meeting invites. Multiple delegates accepting meeting invites can cause issues.
- If you have more than one delegate, the delegates/owner should determine the delegate that should process meeting requests.

Recurring Meetings

A meeting that is duplicating will remain that way until it is deleted. If it is a recurring appointment, the meeting owner should delete all occurrences and reschedule it.

For additional assistance, please contact the Information Technology Services at 419-372-0999 or through chat.

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