How to share and access calendars
Share and access Nexus365 calendars
The owner or delegate of a Nexus365 calendar can grant increased visibility or share the calendar externally, though functionality may be limited when not using Outlook.
Assist colleagues by updating your default calendar settings
Outlook 2016+: Update Default to Free/Busy, time, subject, location
Outlook 365: Update My Organization to Can view titles and locations
New Outlook: Update People in my Organization to Can view titles and locations
Meetings can still be marked as private whenever required.
Share a calendar
- In Outlook, select the calendar icon from the navigation panel
- Within the My Calendars section, right click on the calendar you are sharing
- Select either Sharing permissions or Properties > Permissions tab
- If required, select Add...
- Specify the person you are sharing with
- Select the appropriate permissions:
Outlook 2016+
Read Details shown to the person Write Calendar items the person can create or update (leave blank in most cases) Delete Calendar items the person can delete (None in most cases) Other Tick Folder visible New Outlook & Outlook 365
Can view when I'm busy Show Free/Busy times Can view titles and locations Show Free/Busy, Subject, Location Can view all details Show full details Can edit Show full details and allow editing Delegate Show full details, allow editing and sharing the calendar with other
Access a shared calendar
You can add shared calendars after you add your personal Nexus365 account.
- In Outlook, select the calendar icon from the navigation panel
- Outlook 2016+: Right click Shared Calendars > Add calendar > From Address Book...
Outlook 365: Right click Shared Calendars > Add calendar > From Address Book...
New Outlook: Select Add Calendar > Add from directory > your email address - Provide the name, email or username for the calendar
Assist colleagues by updating your default calendar settings
Outlook: Change My Organization permissions to Can view titles and locations.
Meetings can still be marked as private whenever required.
Share a calendar
Outlook
- In Outlook, select the calendar icon from the bottom left navigation panel
- Within the My Calendars section, right click on the calendar you are sharing
- Select Properties > Permissions tab
- Select or add the users you are sharing with
- Select the appropriate permissions:
Can view when I'm busy Show Free/Busy times Can view titles and locations Show Free/Busy, Subject, Location Can view all details Show full details Can edit Show full details and allow editing Delegate Show full details, allow editing and sharing the calendar with others
Access a shared calendar
You can add shared calendars after you add your personal Nexus365 account.
Outlook
- Open Outlook
- If you use New Outlook mode, switch this to Off
- Select Calendar > Organise tab > Open Shared Calendar
- Provide the name, email or username of the calendar, then Open
- New Outlook mode can now be switched on again
Apple Calendar
In some cases this app may not be able to find the account, making it impossible to add the calendar.
- Select Calendar > Accounts
- Select the account that has access to the shared mailbox
- Select Delegation
- Select the plus icon + and search for the account name of the calendar
Assist colleagues by updating your default calendar settings
Outlook: Change My Organization permissions to Can view, sharing Only titles and locations.
Meetings can still be marked as private whenever required.
Share a calendar
Outlook
- In Outlook, select calendar
- Select the top left calendar icon
- Next to the calendar to share, select settings
- Select Add people
- Provide the name or email address of the person you are sharing with
- Select the person, then the top right arrow icon >
- Select the person again, then the appropriate permissions:
Can View
Only when I'm busyShow Free/Busy times Can View
Only titles and locationsShow Free/Busy, Subject, Location Can View
All detailsShow full details Can edit Show full details and allow editing Delegate Show full details, allow editing and sharing the calendar with others
Access a shared calendar
You can add shared calendars after you add your personal Nexus365 account.
Outlook
- In Outlook, select Calendar
- Select the top left Outlook icon
- Select the top left calendar icon
- Select Add a shared calendar
- Provide the name, email or username of the calendar, then select
Assist colleagues by updating your default calendar settings
Outlook: Change My Organization permissions to Can view, sharing Only titles and locations.
Meetings can still be marked as private whenever required.
How to share calendars
Outlook
- In Outlook, select calendar
- Select the top left Outlook icon
- Next to the calendar to share, select settings
- Select Add people
- Provide the name or email address of the person you are sharing with
- Select the person, then the top right arrow icon
- Select the person, then the appropriate permissions:
Can View
Only when I'm busyShow Free/Busy times Can View
Only titles and locationsShow Free/Busy, Subject, Location Can View
All detailsShow full details Can edit Show full details and allow editing Delegate Show full details, allow editing and sharing the calendar with others
How to access a shared calendar
You can add shared calendars after you add your personal Nexus365 account.
Outlook
- In Outlook, select Calendar
- Select the top left Outlook icon
- Select the top left calendar icon
- Select Add a shared calendar
- Provide the name, email or username of the calendar, then select
Assist colleagues by updating your default calendar settings
Change My Organisation permissions to Can view titles and locations.
Meetings can still be marked as private whenever required.
Share a calendar
- Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
- In the leftmost column, select the calendar icon
- Select the ellipsis next to the calendar you are sharing
- Provide the email address or name you are sharing with
- Select the appropriate permissions:
Can view when I'm busy Show Free/Busy times Can view titles and locations Show Free/Busy, Subject, Location Can view all details Show full details Can edit Show full details and allow editing Delegate Show full details, allow editing and sharing the calendar with others - Select Share
Share a calendar outside of Nexus365
- Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
- Select the settings icon in the top right
- Select Calendar > Shared calendars
- Within Publish a calendar, select the calendar from the Calendar dropdown and the required permissions, then Publish
- The displayed link can then be provided to people that require access to the calendar
How to access a shared calendar
- Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
- In the leftmost column, select the calendar icon
- Select Add calendar
- Select Add from directory
- Type the name or email address of the calendar to add
- Select where you want it to be added, then Add
Microsoft also provide additional calendar information.
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