Introduction

This article describes the methods for providing access to an Exchange Online Calendar or Folder.

• Publishing - provides levels of read-only access to the item to external users
• Sharing - provides various levels of access to internal users
• Delegation - allows a delegated internal user to perform actions on behalf of the primary user

Contents

• Publishing a Calendar
  
  • Publish
  • Unpublish
• Sharing a Calendar
• Delegating a Folder

Explanation

For the differences between delegation and sharing, see Sharing Versus Delegating Email, Calendar, or Folder in Outlook.

Publishing a Calendar

Publishing Outlook calendars are useful when a user wishes to share their Outlook calendar with an external user, someone that is outside of their organization. 

Publish

1. Log into to your Virginia Tech Email account at https://my.office365.vt.edu/.
2. Click the Outlook icon.

   

3. Click on the Calendar icon.

   

4. In Calendar view, select the Settings button, which is represented as a gear, in the top right corner of the window.

   

5. Select the View all Outlook settings link.

   

6. If not already selected, select the Calendar heading in the far-left menu pane.

   

7. Select Shared calendars.

   

8. In the Publish a calendar section, click on the Select a calendar drop-down menu, and choose which calendar should be published.

   

9. Once the calendar is chosen, select the permissions that are appropriate for that use case.

   

10. Click the Publish button.
11. You can then provide the HTML link for embedding the calendar in a web page. Provide the ICS link when embedding the calendar in a different calendar service like Google Workspace calendar.

 

Unpublish

1. Log into to your Virginia Tech Email account at https://my.office365.vt.edu/
2. Click the Outlook icon.
   
   
   
   
3. Click on the Calendar icon.
   

   

4. In Calendar view, select the Settings button, which is represented as a gear, in the top right corner of the window.
   
   
   
   
5. Select the View all Outlook settings link.
   
   
   
   
6. Select the Calendar heading in the far-left menu pane.
   
   
   
   
7. Select Shared calendars.
   
   
   
   
8. In the Publish a calendar section, to the right of the calendar you wish to unpublish, click Unpublish.
   
   

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Sharing a Calendar

If the user account is hidden in the Exchange Global Address List (GAL), for example a student account, this can interfere with calendaring invites. This usually happens when a student becomes an employee. If you cannot see the user account to share with, and they were once a student (and therefore possibly hidden), please submit a 4Help ticket to get the information changed.

1. Open up your Outlook Desktop Client
2. Click on the Calendar icon.

   

3. In the left pane, right-click the folder or calendar you want to share.
4. Select Properties...
   
   
   
   
5. Select the Permissions tab.
6. Click the Add... button.
7. Use the Search: text box and to find the person with whom you want to share. You may need to use the Address Book drop-down list to refine your search.

   

8. Select the person with whom you want to share the item.
9. Near the bottom of the window, click the Add button. 
10. Click OK to close the Add Users window.
11. The added person will be automatically selected in the Currently sharing with: box. In the Permissions section below that, select the setting to define what the person will be able to see and do with this shared item.
12. Click OK.

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Delegating a Folder

For non-Inbox top-level folders and subfolders within Inbox, the Delegation "wizard" does not work. But all folders can be Delegated by right clicking the given folder, choosing Permissions, then choosing the Permissions tab to add the desired delegate and permission level. For this reason, 4Help recommends sharing specific folders within your email, calendar, or contacts with specific person(s) or storing key business emails and departmental resources which are designed to be accessed by multiple users in an Exchange Online shared mailbox (PACE) or Google Group.

1. Open up your Outlook Desktop Client
2. Click on the File Tab.
3. Click on the Info menu item.
   
4. Click on the Account Settings drop down menu.
5. Click on the Delegate Access item.
   
6. In the Delegates window, click on the Add... button.
7. Search for the person you want to delegate to and click the OK button.
8. Select their permissions.

   

9. Click the OK button.

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