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Outlook 2016 Calendar View Permissions

Purpose

This article is designed to guide Outlook 2016 users through the access levels and settings for sharing their calendar to other people.

Overview

Calendar permissions in Outlook 2016 are designed to show your calendar to anyone you wish at a desired detailed level ranging from everything to nothing at all. This article will provide an overview of how roles are assigned and the access that each role provides.

Using the Desktop app

Outlook 2016 for Windows and Mac use the same methodology in assigning roles to whomever you decide. The route getting to those settings differs by operating system.

Windows method

Go to the Calendar in Outlook then right-click on your calendar. Click the Share menu option (pictured) then click Calendar Properties

Outlook's right-click menu shown with the Share...option highlighted.

Once you’re in the Calendar Properties dialog box, a few options are available.

Outlook Calendar Properties window; 1. List of users with access to your calendar, 2. Add... button highlighted to add another user, 3. Level of access menu, 4. Details of particular access, 5. OK button

You can do the following from this dialog box:

  1. You can go through the existing list of those who have access
  2. You can add another user by clicking Add… and remove by clicking Remove (not highlighted)
  3. You can adjust access based upon presets from the Permission Level drop-down menu…
  4. …as well as adjust particular access once selected.
  5. Click OK to save and apply the changes.

macOS method

Go to the Calendar in Outlook then click on your calendar:

1. Click on your calendar, then 2. select the Calendar Permissions

  1. Click on your calendar, then
  2. select the Calendar Permissions

Once you’re in the Calendar Properties dialog box, a few options are available.

1. List of users with access, 2. Click Add user... to add user, 3. Select the drop-down for access presets, 4. Choose the options in particular , 5. Click OK to finish.

You can do the following from this dialog box:

  1. You can go through the existing list of those who have access
  2. You can add another user by clicking Add User… and remove by clicking Remove (not highlighted)
  3. You can adjust access based upon presets from the Permission Level drop-down menu…
  4. …as well as adjust particular access once selected.
  5. Click OK to save and apply the changes.

Web version method

The method for Outlook web version is very similar with a couple differences.

Go to the Calendar view then click on the Share button on the upper-right of the screen…

Outlook Web Share button located on upper-right of screen

…or secondary click (right-click for Windows; control-click for macOS) on the Calendar to bring up the Share Calendar option.

Outlook Calendar secondary click menu with Share calendar highlighted

A dialog box will appear. Enter in the @uoregon.edu email address of the person with whom you wish to share your calendar, then click Send on the upper-left of the dialog box.

Enter @uoregon.edu e,mail address for whom you wish to share your calendar then click Send in the upper-left.

Once they have been granted access to view your calendar, do a secondary-click (right-click for Windows; control-click for macOS) on your calendar, then select Permissions…

Outlook Web Calendar secondary click permissions menu with Permissions... highlighted

Another dialog box will appear with all of the email addresses given access to your calendar. If you would like to adjust the level of detail that your colleagues can see, select one of the other options from the drop-down menu adjacent to the email address.

Calendar view user list of email addresses that have access to your calendar. Click the drop-down to make any adjustments then click Save on the upper-left to finish.

The view options drop-down looks like this:

Outlook Web Calendar permissions drop-down settings menu.

Links to Additional Content

CASIT Training has compiled other resources and documentation that can be found here.