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Sharing a Calendar

Note:These instructions assume that the Outlook Connector is installed.

Sharing your calendar

  1. Open your Outlook calendar.
  2. Right-click the calendar you wish to share and then click Properties.
  3. In the Properties dialog box, click the Sharing tab.
  4. Click Add.
  5. Select the type of user you want to share your calendar with, add any required Sharing information, and click OK.
    Note: External and Public users are allowed only Reviewer (read-only) permission.

    • Internal - Select a name from the Global Address List (StanfordWho lookup).
      1. Select Internal and click OK.
      2. Type or select a name from the Global Address List (StanfordWho) and click OK.

      3. share internal

      4. Select the Permission Level for the the user you added and then click OK.

      5. permission level
    • External - Provides password-protected read-only access for users outside of Stanford. Type the email address of the person with whom you are sharing your calendar, enter a password, and click OK. Share the password with the new user.
      Note: Do not use your SUNet ID password.

      external share

    • Public - Permits read-only access to anyone who knows the URL of the shared calendar.

Revoking access to your shared calendar

Access to a shared calendar is revoked from your Stanford calendar on the Web.

  1. Go to http://webcal.stanford.edu to access your Stanford calendar. The Calendar tab opens.
  2. In the Overview pane, right-click (CTRL+click on the Mac) on the shared calendar.
  3. Click Edit Properties. The Folder Properties dialog box displays the names that share the calendar.
  4. In the Sharing for this folder area, click Revoke for the appropriate name . A Revoke Share dialog box opens.
  5. Select the desired Message option.
  6. Click Yes to confirm that you want to revoke access.
  7. Click OK to close the Folder Properties dialog box. The user can no longer access your shared calendar. The user can (and should) delete the item from their Overview pane list. If they double-click the item, a message displays saying that they do not have access to the calendar.

Accessing a shared calendar

There are two methods for accessing a shared calendar.

Method 1

  1. Make sure that the Zimbra Connector is installed and connected.
    • Outlook 2010: In Outlook, click the Zimbra tab.
    • Outlook 2007: With your Outlook calendar open, go to the View menu, point to Toolbars, and make sure that Zimbra Connector is selected.
    View menu with Zimbra Connector toolbar selected
  2. Share the calendar's status.

    • Outlook 2010: Click Share Status.
          share status
    • Outlook 2007: Click the Share Status button, located in the bottom left corner of the window.
    share status button
  3. Select the box of the calendar(s) you wish to access and then click OK.

    existing shares

    Note:  If the calendar you wish to access is not listed please add it to your list of calendars in the web client first and re-open the list in Outlook.
  4. The shared calendar displays in your list of calendars. Select the shared calendar to view it.
    Note: This also opens all mailboxes, calendars, contact lists, and tasks to which you have access in that user's account.

Method 2

  1. Open the other user's mailbox.

    • Outlook 2010: On the Zimbra tab, click Open Other User's mailbox.
       open other users mailbox
    • Outlook 2007: With With your Outlook calendar open, go to the File menu, point to Open and then click Other User's Mailbox.
    menu for selecting a shared mailbox

  2. From the Global Address List, select the name of the person whose calendar you want to open and then click OK.

    select user

  3. The shared calendar displays in your list of calendars. Select the shared calendar to view it.
    Note: This also opens all mailboxes, calendars, contact lists, and tasks to which you have access in that user's account.
Last modified February 22, 2012