Kettering University

Sharing Calendars In Outlook Using the Sun Java Communications Suite

Subscribing to a shared calendar should be done using the shared folders approach rather than using the 'Open a shared calendar' approach available in the calendar menu.

You can view and manage someone else’s calendar or a resource if you have permissions to that specific calendar. There are two steps to this process:

• You will need Permissions to the Calendar you want to manage
• You will need to Subscribe to the Calendar

Note: In order to share, view, and access other Calendars, the Sun Java Connector for Outlook must be installed. If the Connector is not installed, please choose the appropriate connector from the list below:

Staff  Sun Connector
Faculty Sun Connector

Granting Permissions to a Calendar
Subscribing to a Calendar
Viewing a Subscribed Calendar
Unsubscribing from a Calendar
Removing Permissions from your Calendar

Granting Permissions to a Calendar

To add Permissions to a Calendar, the person whose calendar you want to view or manage will need to give you permissions to their calendar:

1. Depending on how you have customized your Outlook 2003, click on either the Folder List button (see Figure 13) or the Folder List icon (see Figure 14)

Figure 13 – Folder List button

Figure 14 – Folder List icon

2. This will slightly change the view of your Folder List so that the calendar appears in the List (see Figure 15)

Figure 15 – the Calendar as it appears in the Folder List

3. Right-click on Calendar and select Properties from the menu (see Figure 16)

Figure 16 – Right-click on Calendar and select Properties from the menu

4. The Calendar Properties window will open
5. Click on the Permissions tab (see Figure 17)

Figure 17 – Click on the Permissions tab

6. Click on the Add User… button
7. The Add User window will open (see Figure 18)

Figure 18 – The Add User window

8. Click the Search… button
9. The Global Address List will appear
10. Type in the name of the person you want to give permissions to starting with the first name – Outlook will automatically show the name that best matches what you type
11. Double-click on the name when you see it (see Figure 19)

Figure 19 – Double-click on a person’s name to grant them permissions to your Calendar

12. That person’s username will appear in the Add User window (see Figure 20)

Figure 20 – The Add User window will show the username of the person you are granting Calendar permissions to

13. In the Add User window, select the type of permissions you want to give a user (to grant them full permissions, you can add a checkmark beside Owner)
14. Click OK
15. In the Permissions tab of the Calendar Properties, you will see that user added and the type of permissions you gave them (see Figure 21)

Figure 21 – User permissions

16. Click OK
17. You have successfully granted someone permissions to your Calendar
18. The next step is for that person to Subscribe to your Calendar (please see the Subscribing to a Calendar section)

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Subscribing to a Calendar

In order for you to manage another person’s Calendar, they will need to grant you permissions to their Calendar (please see the Granting Permissions to a Calendar section). Once you have been granted permissions, you will then have to Subscribe to that Calendar:

1. In your Outlook 2003, right-click on the Shared Calendars folder (see Figure 22)

Figure 22 – Right-click on Shared Calendars and select Properties

2. Select Properties (see Figure 22)
3. The Shared Calendars Properties window opens
4. Click on the Subscribe tab (see Figure 23)

Figure 23 – Click on the Subscribe tab

5. In the Subscribe tab, click on the Subscribe button (see Figure 24)

Figure 24 – Click on Subscribe

6. The Add Calendar window opens (see Figure 25)

Figure 25 – The Add Calendar window

7. Click on Search… Tip: If you know the user name, you can type it in the UserID: field instead of clicking the Search... button.
8. The Global Address List will open
9. Type in the name of the person’s Calendar you want to Subscribe to starting with the first name (Outlook will show names that best match what you type in)
10. Double-click on the person’s name
11. Their username will appear in the Add Calendar window (see Figure 26)

Figure 26 – You are subscribing to this person’s Calendar

12. Click OK
13. The Shared Calendar Properties will display the Calendar(s) you have Subscribed to (see Figure 27)

Figure 27 – Calendars you have subscribed to

Note: If you get an error message saying "Calendar not found (or read access denied)" you do not have permissions to that Calendar. Please see the "Granting Permissions to a Calendar" section to have permissions added.

14. Click OK
15. You will see that person’s Calendar added to your Shared Calendars folder (see Figure 28)

Figure 28 – Calendars that you have subscribed to will appear in the Shared Calendars folder

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Viewing a Subscribed Calendar

Once you have been granted permissions and you have successfully subscribed to a person’s Calendar, you can view it (or modify it if you have been granted the proper permissions):

1. Depending on how you have customized your Outlook, either click on the Calendar button (see Figure 29) or the Calendar icon (see Figure 30)

Figure 29 – Calendar button

Figure 30 - Calendar icon

2. You will see a list of all Calendars you have either created or have subscribed to in the Calendar List within (see Figure 31) – by default your Calendar will be the first one on the list followed by the Calendars you have created or Subscribed to

Figure 31 – Your list of Calendars

3. Put a checkmark beside the Calendar you wish to view (see Figure 32)

Figure 32 – Put a checkmark beside the Calendar you want to view

4. That Calendar will now appear in the Calendar Grid (see Figure 33) along with your own Calendar

Figure 33 – Two Calendars displayed in the Calendar Grid

Tip: To display only one Calendar, remove the checkmark beside the Calendar (s) you do not want to view in the Calendar List

5. Depending on the type of permissions you have on the Calendar you’ve subscribed to, you can view, create, modify, and/or delete events in that Calendar.

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Unsubscribing from a Calendar

1. Click on the Mail button or icon
2. Right-click on the Shared Calendars folder (see Figure 34)

Figure 34 – Right-click on the Shared Calendars folder and select Properties from the menu

3. The Shared Calendars Properties window will appear
4. Click on the Subscribe tab
5. Highlight the Calendar you want to Unsubscribe from and click the Unsubscribe… button (see Figure 35)

Figure 35 – Highlight the Calendar you want to unsubscribe from and click on Unsubscribe…

6. Click on OK to close the Shared Calendars Properties window
7. That Calendar will no longer appear in your Shared Calendars folder

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Removing Permissions from your Calendar

1. Click on the Folders List button or icon
2. Right-click on Calendar and select Properties in the menu (see Figure 36)

Figure 36 – Right-click on your Calendar and select Properties from the menu

3. The Calendar Properties window will open
4. Click on the Permissions tab
5. Highlight the person whose permissions you want removed and click on the Remove User… button (see Figure 37)

Figure 37 – Highlight the person and click on the Remove… User button to remove someone’s permissions to your Calendar

6. Click on the OK button
7. Permissions have been removed from that person

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This help sheet was based on the help sheet developed by Algonquin College. We appreciate their allowing us to use their document.