Collaborating with Group Calendars
It is the norm to share our calendars widely across our organization for the purpose of setting up meetings among large or small numbers of people. We all have centrally supported Exchange accounts that allow us to see each others’ free and busy times, invite each other to meetings, and even schedule conference rooms and loaner computing equipment (by “inviting” them to the meeting). Some leadership staff prefer to keep the details of their schedules hidden but show their free/busy times so that others will know they are available; some hide their schedule altogether and we schedule through their assistants. Most of us, however, show at least our free/busy times to default users if not the details of our appointments. (You can still set specific appointments as Private.)
How to Set Calendar Sharing
Macs – MS Office 11 Outlook
View your Outlook calendar.
Select your own calendar, and click Permissions in the Home tab toolbar.
Select Default. Choose “Reviewer” unless you wish to customize the level of access for the default viewer.
If you wish to grant specific users different levels of access or even authoring permissions, add that person to your list via the ‘Add User’ button and select the permission you would like to grant that user.
To see someone else’s calendar in its entirety, choose Open Calendar from the Home tab toolbar.
Search for their name in the directory. This will open their entire calendar if they have shared it. If they have not shared it, you will be asked if you want to send them a sharing request.
PC’s – MS Office 2010 Outlook
View your Outlook calendar.
To define the default view for UW Exchange users, right-click your calendar in the left menu of your calendar view; select Properties.
In the Properties dialog, select the Permissions tab.
Click Default, and set the level of viewing permissions you would like most UW Exchange users to have. If you wish to grant specific users different levels of access or even authoring permissions, add that person to your list via the ‘Add…’ button and select the permission you would like to grant that user.
Viewing Shared Calendars
To see someone’s entire shared calendar, choose Open Calendar > Open Shared Calendar.
Search for the person in the directory. This will open their entire calendar if they have shared it. If they have not shared it, you will be asked if you want to send them a sharing request.
You can overlay multiple shared calendars using the arrow on the calendar name tab for planning.
Inviting Others to a Meeting
Within a meeting/appointment window, you can add attendees who will be invited when you save the meeting. You can also invite a resource such as loaner equipment or a conference room. When you choose a date and time, click the Scheduling Assustant button.
You can add people by searching for them by UW NetID or name, and add resources by entering “adv.” and then press Ctrl+K to open up the search. The people and/or resources will be added to the list.
This will allow you to see when enough people are free to schedule the meeting.
When you click the Send button, the others will receive an invitation which they may accept or decline. (Resources may only be invited if they are free, and they will always accept.)
It is courteous to always respond to your meeting invitations so that the organizer knows whom to expect.