How to Share Calendars Using the Advanced Email Accounts

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This instruction guide will explain how to share a calendar that belongs to one person -- a Host -- with one or more other users -- the Guests. This can only be done among Advanced Email users and usually involves one or more individuals being able to look at, but not change, a particular calendar -- like department members looking at a department calendar. Perhaps less common will be the case where an Assistant will need to make appointments, accept invitations, and so forth, for a Manager.

There are two distinct parts for this setup. The first steps involve the Host computer, the second the Guest computers.

Setting Up the Host Computer:

The Host must give the Guest access at two levels in Outlook. The first is access to the Host's Mailbox so that the Guest can find the host calendar. This is achieved through "Outlook Today" which is located toward the top of the "Folder List." If you do not see the "Folder List" in Outlook, left click on "View" and choose "Folder List."

1.                  Now right click on "Outlook Today".

2.                  Choose "Properties"

3.                  Then select the "Permissions" tab.


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You are now ready to select the Guests and specify the permission you wish to give each Guest. Begin by clicking on "Add"

The easiest way to select a Guest is to start typing the last name of the Guest. Outlook will find a match to what you type. Alternatively you can move up and down the list of users until you find the Guest you are looking for. Once you have found a match you can click on "Add."

Now you can repeat this procedure for as many guests as you wish. And when you are finished, you can click "OK" to complete selection of guests.


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Once you have selected the guests for the mailbox you need to specify what permission each guest should have for your mailbox. This is done by choosing a role for each guest from the pulldown list named "Roles." For the Mailbox this should always be "REVIEWER." -- this gives the Guest permission to "Read Items" in your mailbox, but only items that you will subsequently name. Note that this step does not give the guest permission to edit or delete items in your mailbox.

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Make sure not to change permission for "Default" -- this must stay as "None." When finished, click on "OK."

Now you're ready to specify the permission you want to give each Guest for your calendar. To do this right click on "Calendar" and select "Properties" then "Permissions." As before, you'll need to specify the Guests.

For the most part you'll want to give each Guest the ability to look at your calendar, but not to change it. So pick "REVIEWER" for each Guest.

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When finished, click "OK."

In the case of a Department Assistant who will want to make appointments, accept invitations, etc. for a Manager the Role should be set to "Editor," but always choose "Reviewer" for the "Mailbox Permission" no matter what permission you give for the calendar or other folder.

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That's all you need to do on the Host's computer.

Setting Up the Guest Computers:

For the Guest user just let Outlook know that you will be sharing someone else's computer and then tell it the name of the user at the host computer. To do this:

1.                  Go to Tools>Scalix Properties on the Outlook Menu Bar

2.                  Select the Advanced tab

3.                  Click Add.

4.                  Type the Host's name (as you would when addressing an email) - you only include the user name not the "@yourdomain.com” extension

5.                  Click "OK"

6.                  Click "Apply" then "OK"

Now, assuming the Host has given you permission, the host's Mailbox will appear on the Guest's folder list. The Guest will see the Host's calendar under the Host's Mailbox at the top of the "Folder List," and will be able to access the calendar in accordance with the permission set by the Host.

Note that in Outlook 2003 the Host calendar will appear under the Calendar tab in the far left hand column.

Note that the calendar is the only item that the Guest will be able to see on the Host computer and that the Host will see nothing of the Guest computer.

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That's all you need to do on the Guest's computer.

 

 

 

 

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