How to Set Permissions to a Shared Calendar in Outlook 2007

By Rae Williams

The calendar function in Microsoft Outlook 2007 is useful for keeping track of your meetings and appointments. Not only can you track your own day-to-day life, you can also use the "Share Calendar" function to grant other people access to your plans. Additionally, you can set the level of access you grant to people; whether you want to reveal all of the details of your schedule or just let them know when you're free or busy.

Sharing a Calendar

Step 1

Select "Calendar" in the Navigation pane. Click "My Calendars" to see a list of your saved calendars if you have more than one.

Step 2

Right-click the calendar you want to share and select "Change Sharing Permissions." This will open the "Calendar Properties" dialog box with the "Permissions" tab displayed.

Step 3

Click "Add." The "Add Users" dialog box will open. Select the name of the person or group with whom you wish share your calendar from the scroll box, or type the name into the "Search" box. Click the "Add>" button and click "OK" to go back to "Calendar Properties".

Setting Calendar Permissions

Step 1

Select the contact you just added from the scroll list in the "Permissions" tab of the "Calendar Properties" dialog box. Use the "Permission Level" drop down menu to select the permission level you want. Permission levels are: Owner, Publishing Editor, Editor, Publishing Author, Author, Contributor, Reviewer, Custom, and None.

Step 2

Select or deselect options in the "Read," "Write," "Delete Items" and "Other" sections to customize your preferred permission levels. Click "OK" to save changes.

Step 3

Modify permissions after saving, by right clicking the appropriate calendar in the "My Calendars" list and selecting "Change Sharing Permissions" to access the "Calendar Properties" dialog box and the "Permissions" tab. Select a contact to modify his permissions, or click the "Remove" button to remove his access to the calendar.

Tips & Warnings

  • If you select "Private" on an item in your calendar and you do not wish those with access permissions to be able to see it, select "None" in the "Read" section of the "Permissions" tab.
  • You can only grant sharing permissions to people with a Microsoft Exchange account. To share calendars with those without Microsoft Exchange, email the calendars or publish them to the web.