Introduction

Using the University’s Exchange Online system for your calendar opens up some opportunities for sharing inside and outside the University. There are 2 options:

1 - Share a calendar: this is when you explicitly provide access to another person to view or edit a calendar. Please note that you can only give editing rights to a calendar to someone who is using the same UIS Exchange Online email environment.

2 - Publish a calendar: Can give visibility of your calendar to people outside of the UIS Exchange Online email environment. This means that people will be able to see your calendar from a web browser or another calendar program. Once you provide a link to someone they can subscribe or simply view your calendar as needed.

Instructions

Sharing your Calendar

There are a number of different ways to share your calendar depending on whether you are using Webmail (outlook.office.com) or Outlook desktop, then the version of Office you are using may have slight variations in options available

Using Outlook Desktop

From the Calendar section of Outlook right click on your calendar and select Properties

Open

In the Permissions tab dialog box, click Add.

Open

You can search for people or email groups from your address book, the UIS global address book, or type in their email addresses in the Add box. When you're done adding names in the Add Users dialog box, click OK

Back in the Calendar Properties dialog box, select the person's name or email address, then choose the level of details that you want to share with the person, then click OK.

The person you've shared your calendar with will receive a sharing invitation by email. Once the recipient clicks Accept, they'll see your shared calendar in their calendar list.

Alternate Method: Outlook 2021

From your Calendar folder, on the Home menu you have three main options on the top task bar to share your email, Email Calendar, Share Calendar and Calendar Permissions.

(*If you click the Publish Online it will take you to the online webmail version to publish your calendar outlined in the “Share your Calendar from Exchange Online webmail” section of the guide below)

Email Calendar will create a standard email you can send with a .ics Calendar attachment which a user can load into their Outlook, as this requires the extra step of having a user load the file into their Outlook we recommend to try the other methods below first which are more automated

Share Calendar

This will then generate an email alerting the user that you have granted permissions and asking them to accept. In the details section select the level of permissions you wish to share.

The person you've shared your calendar with will receive a sharing invitation by email.

Once the recipient clicks Accept, they'll see your shared calendar in their calendar list.

Calendar Permissions

Brings you straight to the permissions area, click Add to grant permissions

You can search for people or email groups from your address book, the UIS global address book, or type in their email addresses in the Add box. When you're done adding names in the Add Users dialog box, click OK

Back in the Calendar Properties dialog box, select the person's name or email address, then choose the level of details that you want to share with the person, then click OK.

The person you've shared your calendar with will receive a sharing invitation by email. Once the recipient clicks Accept, they'll see your shared calendar in their calendar list.

Using Outlook 365

From your Calendar folder, on the Home menu, select Share

Which will open a dropdown menu, select your Calendar (may just have the name “Calendar”) , which will open up the properties options as in the above guide where you can grant the permissions.

Outlook 365 also has the Sharing Permissions option if you right click on a Calendar, which brings you straight to the permissions section of calendar properties where you can grant access.

Share your Calendar from Exchange Online webmail (outlook.office.com) or Outlook (New)

Within https://outlook.office.com/calendar/view/month web version or Outlook (New) open up the Calendar and click on Share towards the top right

Add in the email address you want to send to and the permissions on the calendar you want to share, then click Share.

Note: People in my organisation is everyone in the University using Exchange Online. If you want to restrict this to your team or department, see if you can find a group by typing the short version of your department and adding -list. So for medicine type med-list for example. You will see a list of the groups created for that department. If you can’t find an appropriate list you can contact the CSCS Service Desk for it to be added.

The recipient will then receive an email with the calendar invite. Click Accept in the banner of the email and then delete the message.

The level of permission can be changed in webmail at any point

Publish your Calendar

Go directly to the web link https://outlook.office.com/calendar/options/calendar/SharedCalendars or within outlook.office.com navigate to Settings cog > View All Outlook Settings > Calendar > Shared Calendars

Select the permissions level you wish to share then click Publish.

This will create two links, one a HTML web link which you can copy and paste to send to anyone you wish to see your calendar via a browser, or a link to an ICS file which allows the person to see your Calendar within Outlook desktop

You can then copy the link and email out to the people who you wish to be able to see your calendar.

Checking and Removing Calendar Permissions

From the Calendar section of Outlook right click on your calendar and select Properties

Click on the Permissions tab where you can see who has existing permissions, change them by highlighting their name then changing their permissions from the options under Permission Level.

To remove permissions highlight the persons name and click Remove

How to open a shared UIS ExOL calendar within non migrated medschl email

The most straightforward method is to ask the person to Publish their Calendar using the method outlined above and send you the .html link, then you can view the Calendar from a browser until your email is migrated when it can be added into Outlook

Troubleshooting

I see a "This calendar can't be shared" error

If you see a message that says This calendar can't be shared, there are three possible reasons.

• The email address is invalid.

• The email address is a Microsoft 365 Group

• The email belongs to an external user who isn't part of your organization.