Outlook Web App - Assign Full Details for Shared Calendars

Last Updated: 08/16/2017
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This tutorial is operating system independent.

Overview

The Outlook Web App (OWA) can be used to assign full read permissions to your calendar. When full details are assigned, someone inside your organization (CU Boulder) will be able to add it directly to their calendar view in Outlook or Outlook Web App. People outside the CU Boulder organization can be sent a URL to view your @Colorado.edu calendar. 

Permission Levels 

  • Availability Only: Allows someone to view blocks of time as Free, Busy, Tentative, Away.  
  • Limited Details: Allows someone to view your Subject and Location. Events set to private will only display as Private Appointment to viewers. 
  • Full Details: Allows someone to view your Subject, Location, Attendees, and Description. However, any event you mark as Private displays simply as Private Appointment to viewers.

*Note: The Availability Only and Limited Details permission levels are the automatic default permission levels for all accounts. Users will not be able to assign None as a permission level within the Outlook Web App. None can only be set as a permission level within Outlook client versions and must be set at the default level (global). The None permission level cannot be applied to individuals within Office 365.

Step 1

Log into Outlook Web App with your CULoginName@colorado.edu  and IdentiKey password.

Step 2

Open the App Launcher in the upper left hand corner of the window and select Calendar.

Step 3

In the top toolbar of the calendar view, click the Share drop down arrow and then select Calendar.

Step 4

In the Share with box, type the name or email address of the person with whom you wish to share your calendar. Also, you can add more than one person with which to share your calendar. 

Step 5

After adding recipients, select Full details from the drop-down menu. The Subject field on the invite defaults to a generic message. We recommend changing the default to something more descriptive. 

Step 6

By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead. After you have finished adding people, setting access levels, and choosing which calendars to share, select Send. Each person will receive an individual email telling them that you've shared your calendar.

Step 7

People inside your organization (CU Boulder) will have two links on the invitation. Clicking Accept adds your calendar to their calendar view, and clicking Share my calendar shares their calendar with you. People outside of your organization will receive a URL they can use to view your calendar.

*Note: Calendar items you mark as Private display as Private Appointment to viewers; however, if you have given someone Delegate access to your calendar, you have the option to also grant that Delegate the ability to view private events on your calendar.