How to set up and manage Calendar Permissions for team members in Microsoft 365

Summary

This guide helps you troubleshoot and resolve: How to set up and manage Calendar Permissions for team members in Microsoft 365. Follow the steps below to fix the issue.

Common Causes

Managing your Microsoft 365 calendar permissions allows you to collaborate effectively with your team while maintaining privacy over your personal appointments. Whether you need an executive assistance for scheduling or simply want colleagues to see when you are available, configuring the correct permission levels is essential for a streamlined organisation.

Permission Level Definitions

Before adjusting settings, it is important to understand what each permission level allows a user to do:

• Can view when I am busy: Users can see that you are occupied, but cannot see the subject, location, or details of the appointment.
• Can view titles and locations: Users can see the subject and where the meeting is held, but not the private notes or attachments.
• Can view all details: Users have full visibility of all calendar entries (excluding those marked as Private).
• Can edit: Users can create new appointments and modify existing ones on your behalf.
• Delegate: Users can send and respond to meeting requests on your behalf. This is typically used for Personal Assistants or Office Managers.

Detailed Instructions

Sharing your calendar via Outlook Desktop (Windows)

1. Open Outlook and navigate to the Calendar view using the icon in the bottom-left corner.
2. In the Home tab on the top ribbon, click on Calendar Permissions.
3. In the Permissions window, click the Add button.
4. Search for the team member in the Global Address List, select their name, and click Add, then OK.
5. Select the user's name from the list and choose the desired permission level from the Permission Level dropdown menu.
6. Click Apply and then OK to save the changes.

Sharing your calendar via Outlook on the Web (OWA)

1. Log in to your account at outlook.office.com.
2. Switch to the Calendar view.
3. Click the Share button located in the top right-hand corner of the screen.
4. Enter the email address or name of the colleague you wish to share with.
5. Select the appropriate permission level from the dropdown menu (e.g., Can view all details).
6. Click Share. The recipient will receive an email invitation to add your calendar to their view.

Managing Delegate Access

If you require a team member to manage your schedule entirely, including responding to invites, you must set them up as a Delegate.

1. In Outlook Desktop, go to File > Account Settings > Delegate Access.
2. Click Add and select the user from the address book.
3. In the Delegate Permissions dialogue, set the Calendar dropdown to Editor.
4. Tick the box Delegate receives copies of meeting-related messages sent to me if you want them to handle the invitations.
5. Click OK.

Troubleshooting

Permissions not updating for the recipient

If a team member reports they cannot see the updated details, try the following:

• Ask the user to restart Outlook to force a synchronisation with the Exchange server.
• Ensure the user has "Accepted" the sharing invitation sent via email.
• Verify that the permission was applied to the primary calendar and not a secondary or local folder.

Calendar is not appearing in the shared list

The recipient may need to manually add the calendar:

1. Go to the Calendar view.
2. Right-click on Shared Calendars (or "My Calendars").
3. Select Add Calendar > From Address Book.
4. Search for the owner of the calendar and click OK.

If permissions are still not applying correctly after following these steps, please Open a Ticket for further analysis by our technical team.

Still Having Issues?