How to share and access 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.

Windows

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

  1. In Outlook, select the calendar icon from the navigation panel
  2. Within the My Calendars section, right click on the calendar you are sharing
  3. Select either Sharing permissions or Properties > Permissions tab
  4. If required, select Add...
  5. Specify the person you are sharing with
  6. 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.

  1. In Outlook, select the calendar icon from the navigation panel
  2. Outlook 2016+: Right click Shared CalendarsAdd calendar > From Address Book...
    Outlook 365: Right click Shared CalendarsAdd calendar > From Address Book...
    New Outlook: Select Add Calendar > Add from directory > your email address
  3. Provide the name, email or username for the calendar
macOS

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

  1. In Outlook, select the calendar icon from the bottom left navigation panel
  2. Within the My Calendars section, right click on the calendar you are sharing
  3. Select Properties > Permissions tab
  4. Select or add the users you are sharing with
  5. 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

  1. Open Outlook
  2. If you use New Outlook mode, switch this to Off
  3. Select Calendar > Organise tab > Open Shared Calendar
  4. Provide the name, email or username of the calendar, then Open
  5. 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.

  1. Select Calendar > Accounts
  2. Select the account that has access to the shared mailbox
  3. Select Delegation
  4. Select the plus icon + and search for the account name of the calendar
iOS

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

  1. In Outlook, select calendar
  2. Select the top left calendar icon
  3. Next to the calendar to share, select settings
  4. Select Add people
  5. Provide the name or email address of the person you are sharing with
  6. Select the person, then the top right arrow icon >
  7. Select the person again, then the appropriate permissions:

     

    Can View
    Only when I'm busy

    Show Free/Busy times

    Can View
    Only 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

  1. In Outlook, select Calendar
  2. Select the top left Outlook icon
  3. Select the top left calendar icon
  4. Select Add a shared calendar
  5. Provide the name, email or username of the calendar, then select
Android

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

  1. In Outlook, select calendar
  2. Select the top left Outlook icon  
  3. Next to the calendar to share, select settings
  4. Select Add people
  5. Provide the name or email address of the person you are sharing with
  6. Select the person, then the top right arrow icon
  7. Select the person, then the appropriate permissions:

     

    Can View
    Only when I'm busy

    Show Free/Busy times

    Can View
    Only 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

How to access a shared calendar

You can add shared calendars after you add your personal Nexus365 account.

Outlook

  1. In Outlook, select Calendar  
  2. Select the top left Outlook icon  
  3. Select the top left calendar icon  
  4. Select Add a shared calendar
  5. Provide the name, email or username of the calendar, then select  
Outlook on the Web

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

  1. Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
  2. In the leftmost column, select the calendar icon
  3. Select the ellipsis next to the calendar you are sharing
  4. Provide the email address or name you are sharing with
  5. 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
  6. Select Share

Share a calendar outside of Nexus365

  1. Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
  2. Select the settings icon in the top right
  3. Select Calendar > Shared calendars
  4. Within Publish a calendar, select the calendar from the Calendar dropdown and the required permissions, then Publish
  5. The displayed link can then be provided to people that require access to the calendar

How to access a shared calendar

  1. Sign in to Outlook on the Web using your username in the format abcd1234@ox.ac.uk and your single sign-on (SSO) password
  2. In the leftmost column, select the calendar icon
  3. Select Add calendar
  4. Select Add from directory
  5. Type the name or email address of the calendar to add
  6. Select where you want it to be added, then Add

Microsoft also provide additional calendar information.

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