Community College of Rhode Island

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Sharing an Exchange Calendar

Exchange provides you with the ability to share your calendar with others and to set specific permission levels for specific individuals. Your calendar is a folder that stores information about your appointments, meetings, etc.

Steps for Sharing an Exchange Calendar
Instructions and Screenshots
Step 1

Open Outlook/Exchange, click on Calendar in the pane on the left side of the screen. Select the calendar to be shared.

image of selecting the shared calendar
Step 2

Select Share My Calendar ... in the Navigation pane. A compose email form will open.

image of selecting Share My Calendar
Step3

A compose email form will open. Click the To... button to open CCRI's Global Address List and then select the recipient. A checkmark will already appear in the box Allow recipient to view your Calendar. (If you wish to request permission to View recipient's Calendar, click in the box). Enter a message into the body of the email and then click the Send button.

image of selecting recipient
Step 4

A window with Share this calendar with the Reviewer will open indicating the permissions for this person. If the permission level is correct, click YES to allow the individual access to your calendar.

image of Reviewer status
Step 5

The confirmation window will open, click OK. You have now shared your calendar.

image of the calendar shared confirmation
Step 6

To set or change the permission level for a calendar, with the calendar open, from the navigation pane, right click on the calendar name and from the pop-up menu, select Change Sharing Permissions ...

image of selecting "Change Sharing Permissions ..."
Step 5
The Calendar Properties window will open. Under the Permissions tab, select the name of the person whose access you want to change. To change the permission, click on the down arrow beside Permission Level: then click Apply and OK.
image of the calendar properties window
Below are the seven different permission levels that you may assign a reviewer:
Reviewer: can see calendar items that are not marked as private. They cannot add or change anything in your calendar
Contributors: can see when you are busy or out of the office, but not the details of objects in your calendar. They cannot add or change calendar items.
Publishing Authors: can see calendar items that are not marked private. They can add items to your calendar, but can only change the items they add. They can create subfolders.
Authors: can see calendar items that are not marked private. They can add items to your calendar, but can only change the items they add.
Non-editing Authors: can see calendar items that are not marked private. They can add items to your calendar, but cannot change any items they add.
Editors: can see calendar items that are not marked private. They can add or change anything in your calendar. You might consider this role for a Department Secretary if you are a Department Head.

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Last Updated: 3/20/13