Sharing calendars

Nexus365 users can see your free/busy information to schedule meetings with you.  Further calendar access can also be granted to allow greater visibility.

Calendaring is an integral feature of Nexus365 but you may have limited functionality when not using Outlook.

Microsoft also provide additional calendar information.

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Calendars are automatically shared with account delegates, but account owners can also share their calendars with non-delegates through Outlook.

Outlook

Share your calendar with colleagues:

Outlook: Use steps below to update Default permissions to Free/Busy, time, subject, location.

Outlook 365: Use steps below to update My Organization permissions to Can view titles and locations.

Meetings can still be marked as private whenever required.

 
  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:

     

    Outlook

    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

     

    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

Outlook 

Share your calendar with colleagues:

Use steps below to update My Organization permissions to Can view titles and locations.

Meetings can still be marked as private whenever required.

 
  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

Outlook 

Share your calendar with colleagues:

Use steps below to update My Organisation permissions to Can view, sharing Only titles and locations.

Meetings can still be marked as private whenever required.

 
  1. In Outlook, select Calendar  
  2. Select the top left Outlook icon  
  3. Select the settings icon  next to the calendar you are sharing
  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  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

Outlook 

Share your calendar with colleagues:

Use steps below to update My Organisation permissions to Can view, sharing Only titles and locations.

Meetings can still be marked as private whenever required.

 
  1. Open the app and navigate to the calendar  
  2. Select the top left calendar icon  
  3. Select the settings icon  next to the calendar you are sharing
  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  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

Outlook (browser based)

Share your calendar with colleagues:

Use steps below to update My Organisation permissions to Can view titles and locations.

Meetings can still be marked as private whenever required.

 
  1. Log in to Outlook on the web using your Oxford 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

Calendars may be shared with you generally or through delegation and can be added manually if not displayed automatically.

Outlook

  1. In Outlook, select the calendar icon  from the bottom left navigation panel
  2. In the list of calendars in the lower left hand side, right click on Shared Calendars
  3. Select  Add calendar > From Address Book...
  4. Provide the name, email or username of the calendar, then OK

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

When using the Apple Calendar app you will need to have already added your Nexus365 account.

Please note that 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

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

  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 (browser based)

  1. Log in to Outlook on the web using your Oxford username in the format abcd1234@ox.ac.uk and 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

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