This tutorial explains the methods for managing calendar permissions in various clients and the web application. This same method is used for personal, shared, and resource calendars.


Outlook 2016 for Mac

  1. While in the calendar view, select the calendar for which you want to edit permissions.

    Right click on the calendar, and choose Sharing Permissions.
Editing Calendar Permission Mac Screenshot
  1. In the window that appears, note the two standard options present: “Anonymous” and “Default”. Be sure to leave these as they are.

    Click Add User…
Editing Calendar Permission Mac Screenshot
  1. In the box that appears, type the name of the person to whom you wish to give permissions. In the list provided, select the user and click Add.
Editing Calendar Permission Mac Screenshot
  1. The user will now appear in the list from the previous screen. Next to “Permission level” click the arrows and select from the drop down the permission level you desire.

    Note: For detailed information as to what each of these levels means, please see the end of this tutorial.
Editing Calendar Permission Mac Screenshot

Outlook 2016 for PC

  1. While in the calendar view, select the calendar for which you want to edit permissions.

    Right click on the calendar, and choose Sharing Permissions.
Editing Calendar Permission PC Screenshot
  1. In the window that appears, note the two standard options present: “Anonymous” and “Default”. Be sure to leave these as they are.

    Click Add User…
Editing Calendar Permission PC Screenshot
  1. In the box that appears, type the name of the person to whom you wish to give permissions. In the list provided, select the user and click Add and then click OK.
Editing Calendar Permission PC Screenshot
  1. The user will now appear in the list from the previous screen. Next to “Permission level” click the arrows and select from the drop down the permission level you desire.

    Note: For detailed information as to what each of these levels means, please see the end of this tutorial.
Editing Calendar Permission PC Screenshot

Outlook on the Web (OWA)

  1. While in the calendar view, select the calendar for which you want to edit permissions.

    Right click on the calendar, and choose Sharing Permissions.
Editing Calendar Permission Web Screenshot
  1. In the window that appears at right, in the “Share with” field, enter the name of the person to whom you want to grant permissions. From the listing that appears, select your user.
Editing Calendar Permission Web Screenshot
  1. To the right of the user, click the arrow and select from the drop down the permission level you desire. Click Send in the upper left.

    Note: For detailed information as to what each of these levels means, please see the end of this tutorial.
Editing Calendar Permission Web Screenshot

Permission levels: Explanations

Owner: Allows full rights to the mailbox (Calendar or Folder), including assigning permissions.
Note: It is recommended not to assign this role to anyone.
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.
Non-editing Author: Create and read items; delete items created by the user.
Reviewer: Read items.
Contributor: 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.

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