Documenting Outlook Calendar Permissions

Documenting Outlook Calendar Permissions

Open Outlook Web Access

To determine who has access to see and/or update your calendar, open Outlook Web Access ( Log in as usual,then look in the lower left-hand side of the screen for the calendar link. Click on the link to open the calendar.

Look for your calendar(s) under the My Calendars section on the left-hand side of the screen.

Open a Calendar

Right click (on Mac, Control + click or two-finger tap) on the calendar name and point your mouse at “Share” – you don’t have to click on it, but you can. Another menu will appear. Click on Change Sharing Permissions.

A window will popup that will show you all of the people with access to your calendar and the permissions they have on your calendar – see next page. A table of these permissions and their descriptions is below.

Copy the Permissions Screen

Windows– Press the Alt key and hold it while pressing the PrtScn key. This will copy that window so you can paste it into a Word document (open Word and then press the Ctrl key and hold it while pressing the letter V key).

Mac – Press and hold the Apple key, the Shift key and the number 4 key then release them all. Press and release the space bar. The cursor will change to a camera. Move the mouse to move the camera over the new popup window, which will then be highlighted. Click once to take a picture of the screen. The image will be stored on the desktop. You can drag it into a Word document.

If you have additional calendars, close the current popup window then right click on the next calendar name. Proceed as above (from Open a Calendar) until all calendars have been viewed.

Microsoft Outlook Calendar Permissions

Owner / Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor / Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor / Create, read, modify, and delete all items and files.
Publishing Author / Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
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. (Does not apply to delegates.)
Reviewer / Read items and files only.
Custom / Perform activities defined by the folder owner. (Does not apply to delegates.)
None / You have no permission. You cannot open the folder.
Free/Busy time / See free and busy times
Free/Busy time, subject, location / See free and busy times as well as the subject of the meeting and the location