How to Set or Change Calendar Permissions using Microsoft Outlook -Web app

Owned by Barb Yantha
Last updated: Mar 17, 2023 by Rohan Raghavan
3 min read

For instructions to set change calendar permissions in Microsoft 365 using Windows or MacOS please see

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The permission to view free and busy times in your calendar changed with the migration from Exchange to an Office 365 mailbox. You may need to modify your Office 365 mailbox calendar permissions to suit your own needs. This article describes how to set or change permissions.

Note: It is best practice to review the Calendar Permissions list each term, when there are staff changes in your department, or when the membership changes on a committee. 

Setting permissions for someone on your calendar

To change permissions for someone see the instructions below.

  1. Go to https://outlook.office.com/mail/inbox using your preferred web browser.

  2. Click the Calendar button towards the upper-left of the web page.

     

  3. Click the Share button towards the upper-right of the window. (If you have access to more than one mailbox; click the calendar you want to change the Permissions for from the drop-down list.)

  4. The Sharing and permissions window will open.

    1. Enter an email address or contact name in the input field, then click the Share button.

    2. Click the list at the right side of an entry to select a different Permission level:

      1. Can view when I’m busy = allow someone to use the Scheduling Assistant feature to find a time when everyone can attend a meeting.

      2. Can view titles and locations

      3. Can view all details = permission to view all details excluding items marked as Private

      4. Can edit - permission to add, edit or delete entries in your calendar.

      5. Delegate =Receives notices of changes to your calendar.

Setting appointments as Private

When creating an appointment click the Busy button on the ribbon near the top-middle of the window, then click Private from the drop-down list.

 

To change an existing meeting to be Private:

  1. Click the meeting in your Calendar, then click the Edit button at lower-left.

     

  2. Click the text reading More options towards the bottom-right of the initial Edit window.

     

  3. Click the Busy button on the ribbon near the top-middle of the window, then click Private from the drop-down list

  4. Click the Save button at top-left of the window to save changes and close. 

 

Changing permissions for someone on your calendar

  1. Click the trash can icon at the far right of an entry to remove a Name, distribution list or resource from the Sharing and permissions list.

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  2. Click the X at the top-right of the Sharing and permissions window to close it and save the change.

Need help?

Contact the IST Service Desk online or 519-888-4567 ext. 44357.

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