IT ServicesStaff

Office 365

Sharing email/calendar folders in Outlook 2010

Important

We do not recommend that people share calendars which are synchronised from a desktop to a mobile phone or PDA, as the synchronisation software can get terribly confused if more than one person accesses a calendar in this way.

If the PDA is connected directly to the Exchange server over the air (in real time) problems should not occur as changes occur in (almost) real time. If however, they sync the PDA via a desktop it would not be advisable as the two could be significantly different.

The best PDA for this scenario is one based on Windows Mobile [6 or above] e.g. HTC. I-phones and other PDA's may not correctly handle this scenario.

Introduction

You will use these instructions for Sharing Folders to allow others to see your calendar, or indeed any of the folders named Calendar, Contacts, Tasks, Notes, or Journal. You will use Manager / Secretary Working for Manager / Secretary Working, or perhaps in the case of a long-term absence, or for other folders. The bullet points below detail the information you can find on this page. 

  • Sharing Folders
  • Sharing Invitations for Calendar Folders
  • Opening a Shared Calendar
  • Opening the University Shared Calendars
  • Opening a Shared Folder
  • Using Shared Calendars
  • Opening a Shared Sub-Folder

Sharing Folders

To share a folder with another user or a group of users:

1 Screen image: Folder View button.

Select Folder View

If necessary, select Folder View in the Navigation pane by clicking the Folder View icon or press Ctrl+6 (number six).

2 Screen image: Calendar Properties.

Open properties dialogue

Select a folder (usually Calendar), right-click, select Share and then select Calendar Permissions or foldername Permissions depending on the folder chosen. In the case of Inbox right-click and choose Properties, then select the Permissions tab.

3 Screen image: Add Users.

Click Add and Specify with whom to share

Click add then under Search you can enter a "friendly" name such as "Rob Kirkwood" rather than "R.S.M.Kirkwood" and the display will show what is nearest as you start to type - so "Rob" will show all the Robs, and "Rob K" may be sufficient to find Rob Kirkwood.

If you wish to share your folder with your department, enter dept. and all departments will be listed. Select your department, e.g. Dept.IT Services.All. If your department has set up agreed groups of people (e.g. Student Services has Counselling and Careers) they should be listed too.

Select the person or group you wish to share with, and click Add->.

When finished, click OK.

There are also more more general groups of people set up which can be found by typing ad-hoc., for example Ad-hoc.Esri.Staff.IT. More information on Setting up Groups of People is available.

4

Set Permission Level to "Reviewer"

Set Permission Level to Reviewer for most purposes (the following Permission Levels are available). Click OK.

Permission LevelPermissions
Owner Create, read, modify, and delete all items and files, and create sub folders. As the folder owner, you can change the permission levels that other people have for the folder.
Publishing Editor Create, read, modify, and delete all items and files, and create sub folders.
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create sub folders, and modify and delete items and files that you create.
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear.
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner (see the other options on the screen).
None You have no permissions. You cannot open the folder.

Sharing Invitations for Calendar Folders

To send a request to someone else asking them to share a folder, and optionally share your own folder too:

1 Screen image: Sharing invitation.

Share Calendar button

In Calendar view in the Navigation pane, from the Home tab, in the Share group, click Share Calendar. A special e-mail will appear for a Sharing invitation.

2

Allow the recipient to view your folder

There is a check box (default selected) to Allow the recipient to view your folder; leave it selected to share your calendar with just the recipients you will specify in the To entry of the e-mail, or de-select to not share your calendar.

3

Optionally Request permission to view the recipient's folder

There is a check box (default unselected) to Request permission to view the recipient's folder. Select it to request permission to view the recipient's folder.

4

Complete and Send the email

Complete the To entry of the e-mail in the usual way. Complete the e-mail text and click Send to send it in the usual manner.

The recipient will receive a Sharing Request e-mail. If you asked them for permission to view their folder, then they can click Allow to allow access or Deny to deny access.

Opening a Shared Calendar

To open a calendar which has previously been shared:

1

Open Shared Calendar

Ensure that you are in Calendar view in the Navigation pane. In the Home tab, in the Manage Calendar group, select Open Calendar and then select Open Shared Calendar.

2

Select Shared Calendar

Either type the Name, or click on Name to open the Add Users dialogue (as described for Sharing a Folder above). Once the name is selected, click OK.

Opening the University Shared Calendars

The University Shared Calendar will give you access to University shutdown dates (which will appear as "Busy"), and other important University events such as Exams and Graduation Ceremonies which will appear as "Free". Academic Week numbers will also appear as All Day Events which are "Free". If you have particular exams or ceremonies you are attending, you should mark those parts of the day as relevant as "Busy" (or perhaps "Tentative") by adding them as Appointments in your individual calendar.

A second calendar will show you Committee dates to help you plan preparation of papers.

Ensure that you are in Calendar view in the Navigation pane. In the Home tab, in theManage Calendar group, select Open Calendar and then select Open Shared Calendar.

Either type in the Name as Resource.Calendar.University Wide.Dates and click OK, or click Name and search for Resource.Calendar.University Wide.Dates then click OK twice. For Committee dates open Resource.Calendar.University Wide.Committees.

The calendar will appear alongside your calendar.

Resource calendar overlaying your calendar.

For the Dates calendar, click the left pointing arrow in the tab for this calendar to display this calendar overlaying i.e. "on top of" your calendar.

Screen image: University Calendar.

Important

Currently the University-wide calendar is overlaying your calendar: if you try to create an appointment or a meeting, Outlook will try and create the appointment in the University-wide calendar, and you will not be successful. Click the Calendar tab and any appointment or meeting you create will be in your calendar.

Screen image: Your Calendar overlaying the Resource calendar.

You can now see Academic Week numbers plus some useful University dates like Exams and Graduation Ceremonies (all these are marked "Free"), plus University Closed Dates (which are marked as "Busy"), all in addition to your calendar. You can also close this calendar by clicking its close button x on its tab; you would subsequently re-open the calendar by selecting its check box in the navigation pane.

Opening a Shared Folder

To open any other shared folder:

1 Screen image: Open Other User's Folder.

Open Other User's Calendar

Click the File button, select Open and then select Other User's Folder.

2

Specify Name

Either type the Name, or click on Name to open the Add Users dialogue (as described for Sharing a Folder above).

3

Specify Type. Click OK

Specify the Folder type (defaults to Calendar). Click OK. If you have permission to open that folder, it will open; otherwise an error message will be displayed.

Using Shared Calendars

In the case of a calendar folder, the calendar will be opened as another tab to the right of your calendar. Click the close button x to close it.

The name of the calendar folder will also appear with a selected check box in the Calendar Navigation Pane under Shared Calendars.

Screen image: Shared Calendars.

De-select the check box to hide the folder, re-select it to display it again.

See also Organising a Meeting - Schedule View for more on what you can do with a shared calendar and / or shared Free / Busy Time.

See also Organising a Meeting - Calendar Groups for how to open all the calendars or Free / Busy times as appropriate for all the people in a research group or a committee.

Note that you can right-click the folder and select Delete Calendar to delete the fact that the folder appears under Shared Calendars (it does not, of course, delete the folder itself).

Opening a Shared Sub-folder

The method described above will work for the folders named CalendarContactsInbox,TasksNotes, or Journal. In order to open other folders, you need to Add another person's mailbox to your account.