Call

(937) 775-4827

1-888-775-4827

Learn

Atomic Learning Online Training
(authentication required)

Office 365 Calendar Usage Instructions

Below are usage instructions for various calendar systems. If you need additional assistance contact the CaTS Help Desk.

Microsoft Outlook 2010

Outlook 2010 is a Windows-based email and calendar system.

This page provides usage instructions and additional information for the Microsoft Outlook 2010 calendar. The first section of this page, titled General Resources, gives you links to setup instructions, training videos, and other resources from around the web. The second section, titled Information From CaTS, gives you instructions on how to use the Outlook calendar specifically within the WSU environment. If you have questions about Outlook 2010, you can also Contact the CaTS Help Desk.

 General Resources

Information From CaTS

Microsoft Outlook 2010 Calendar Permissions

Outlook 2010 allows you to share your calendar with others at the university using a tool called "Calendar Permissions." With the permissions tool, you can allow different individuals to see events, appointments, and meetings. You can also grant different levels of access to these individuals. This page will show you how to set these permissions levels. If you need additional assistance with calendar permissions, give the CaTS Help Desk a call. You can reach them at (937) 775-4827 or toll free at 1-888-775-4827.

Important Notes

  • The default permission for your calendar is free/busy, meaning anyone that subscribes to your calendar will only see that you are busy. They will not see any details about your meetings or appointments.
  • If you want a person to see more than your free/busy information, you must share your calendar with them using the information shown below.
  • If you are currently responsible for managing someone else's calendar (i.e. an administrative assistant who manages a department head's calendar), CaTS recommends that you call the Help Desk to schedule an appointment to discuss your calendar needs.

Create or Change Permissions For Your Calendar

By creating permissions for your calendar, you can give a person various levels of access to see your meetings and appointments. Here's how to do so.

  1. Open Outlook 2010.
  2. Click on the Calendar button on the bottom left to access the Calendar view.
  3. In the Ribbon bar at the top, make sure that the Home tab is selected.
  4. In the Share Group (near the right of the Ribbon bar), click the Calendar Permissions button.
  5. In the Name column, click on the name of the person you want to change permissions for. The person's current permission level is indicated in the Permission Level column to the right of their name.
    1. If the person you want to set permissions for is not on the list, click the Add button then search for the person by last name. Once you find them, click their name once, click the Add button, then click OK.
  6. In the Permissions section, click on the Permission Level drop-down box.
  7. Select a permission level (see the Permissions Levels section below to learn about the levels). You can then customize the permissions in the Read, Write, Delete items, and Other sections below.
  8. When you’re finished adjusting the permissions, click OK.

Permission Levels and Definitions

  • Owner: Allows full rights to the mailbox's (Calendar or Folder), including assigning permissions
  • Publishing Editor: Create, read, edit, and delete all items; create subfolders
  • Editor: Create, read, edit, and delete all items
  • Publishing Author: Create and read items; create subfolders; edit and delete items created by the user
  • Author: Create and read items; edit and delete items they've created
  • Nonediting Author: Create and read items; delete items created by the user
  • Reviewer: Read items
  • Contributer: Create items
  • Free/Busy time, subject, location: View the time, subject, and location of the appointment or meeting on your calendar
  • Free/Busy time: Shows only as Free or Busy on your calendar; no details are provided
  • None: No permissions are set for the selected user on the specified calendar or folder

Viewing Another User's Calendar

  1. Click Calendar on the bottom left of Outlook 2010
  2. On the ribbon bar under Manage Calendars group, click on Open Calendar.
  3. Click From Address Book…
  4. Search for the user’s name.
  5. If you are searching for a resource calendar then change the address book you are searching in to All Rooms.
  6. Double click on the user’s name.
  7. Click OK.
  8. The new calendar will appear in the navigation pane on the left of the screen.
  9. Check the box next to the new calendar and it will appear in the display window

Microsoft Outlook 2011

Outlook 2011 is a Macintosh-based email and calendar system.

This page provides usage instructions and additional information for the Microsoft Outlook 2011 calendar. The first section of this page, titled General Resources, gives you links to setup instructions, training videos, and other resources from around the web. The second section, titled Information From CaTS, gives you instructions on how to use the Outlook calendar specifically within the WSU environment. If you have questions about Outlook 2011, you can also Contact the CaTS Help Desk.

General Resources

Information From CaTS

Microsoft Outlook 2011 Calendar Permissions

Outlook 2011 allows you to share your calendar with others at the university using a tool called "Calendar Permissions." With the permissions tool, you can allow different individuals to see events, appointments, and meetings. You can also grant different levels of access to these individuals. This page will show you how to set these permissions levels. If you need additional assistance with calendar permissions, give the CaTS Help Desk a call. You can reach them at (937) 775-4827 or toll free at 1-888-775-4827.

Important Notes

  • The default permission for your calendar is free/busy, meaning anyone that subscribes to your calendar will only see that you are busy. They will not see any details about your meetings or appointments.
  • If you want a person to see more than your free/busy information, you must share your calendar with them using the information shown below.
  • If you are currently responsible for managing someone else's calendar (i.e. an administrative assistant who manages a department head's calendar), CaTS recommends that you call the Help Desk to schedule an appointment to discuss your calendar needs.

Create or Change Permissions For Your Calendar

By creating permissions for your calendar, you can give a person various levels of access to see your meetings and appointments. Here's how to do so.

  1. Open Outlook 2011.
  2. Click on the Calendar button on the bottom left to access the Calendar view.
  3. In the Ribbon bar at the top, make sure that the Home tab is selected.
  4. Click the Permissions button (picture of a hand holding a calendar).
  5. In the Name column, click on the name of the person you want to change permissions for. The person's current permission level is indicated in the Label column to the right of their name.
    1. If the person you want to set permissions for is not on the list, click the Add User... button then search for the person by last name. Once you find them, click their name once, then click OK.
  6. Click the person's name once, then, in the Permissions section, click on the Permission Level drop-down box.
  7. Select a permission level (see the Permissions Levels section below to learn about the levels). You can then customize the permissions in the Read, Write, Delete items, and Other sections below.
  8. When you’re finished adjusting the permissions, click OK.

Permission Levels and Definitions

  • Owner: Allows full rights to the mailbox's (Calendar or Folder), including assigning permissions
  • Publishing Editor: Create, read, edit, and delete all items; create subfolders
  • Editor: Create, read, edit, and delete all items
  • Publishing Author: Create and read items; create subfolders; edit and delete items created by the user
  • Author: Create and read items; edit and delete items they've created
  • Nonediting Author: Create and read items; delete items created by the user
  • Reviewer: Read items
  • Contributer: Create items
  • Free/Busy time, subject, location: View the time, subject, and location of the appointment or meeting on your calendar
  • Free/Busy time: Shows only as Free or Busy on your calendar; no details are provided
  • None: No permissions are set for the selected user on the specified calendar or folder

Share Your Calendar

  1. Click on Calendar in the Navigation pane.
  2. Right click (or ctrl+click) on your Office 365 calendar and select Sharing Permissions.
  3. Click the Add User button
  4. In the blank field at the top, type the name of the user you wish to share your calendar with.
  5. Click the Find button.
  6. Click on the correct account name you wish to share your calendar with and click OK.
  7. In the Folder Properties box, click on the person’s name.
  8. Select a Permission Level in the drop down list.
  9. *Note: Users who use Outlook 2011 must have at least Reviewer permissions to be able to open your calendar.
  10. Click OK.

Viewing Another User's Calendar

Note: You must have at least Reviewer permissions to be able to open another user’s calendar in Outlook 2011. If you do not have the proper permissions, you will be presented with an error message stating, “You do not have permission to open this folder. Contact the user for permission.” If you receive this message, contact the other user and ask them to set your calendar permission to at least the Reviewer level.

  1. Open Outlook 2011 and from the File menu, select Open.
  2. Select Other User’s Folder…
  3. In the User field type the name of the user whose calendar you would like to view.
  4. Change the type field to Calendar.
  5. Click OK. If there are multiple people with the same name or you did not type the name correctly, you may be presented with a list of multiple user choices. Select the correct user and click the Select button.
  6. Quit Outlook.
  7. Re-open Outlook.