Community College of Rhode Island

Go to 50th Anniversary website

Get Adobe Reader

*PDF files require Adobe Acrobat Reader to view - Download here

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 that would allow them to view, add, edit and delete events on your calendar.

Steps for Sharing an Exchange Calendar
Instructions and Screenshots
Step 1

Open Outlook/Exchange, click on Calendar at the bottom of the screen. Select your calendar that is to be shared.

image of Calendar option
Step 2

On the Home ribbon with your calendar open, click on  Share Calendar

image of the the calendar Home ribbon
Step3

A compose email window will open. Click the To... button to open CCRI's Global Address List and then select the recipient. A check mark 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). In Details, you can specify the level of details that you want to share. Enter a message into the body of the email and then click the Send button.

image of the compose window
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 confirming Permissions for shared calendar
Step 5

The confirmation window will briefly flash open. You have now shared your calendar.

Step 6

To set or change the permission level for a calendar,  with the calendar open,on the Home ribbon click on Calendar Permissions

image of the Calendar ribbon
Step 7
The Calendar Properties window will open. Under the Permissions tab, select the name of the person whose permission level you want to change or edit. To change the permission, click on the down arrow beside Permission Level: select the appropriate permission then click 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.

This page developed and maintained by the Information Technology Department. Send comments and suggestions to edowling@ccri.edu .


Last Updated: 5/15/15