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 call 5555 to have it installed.

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

• 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

• 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

• 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

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

Figure 17 – Click on the Permissions tab

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

Figure 18 – The Add User window

• Click the Search… button
• The Global Address List will appear
• 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
• 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

• 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

• 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)
• Click OK
• 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

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

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:

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

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

• Select Properties (see Figure 22)
• The Shared Calendars Properties window opens
• Click on the Subscribe tab (see Figure 23)

Figure 23 – Click on the Subscribe tab

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

Figure 24 – Click on Subscribe

• The Add Calendar window opens (see Figure 25)

Figure 25 – The Add Calendar window

• Click on Search…
• Tip: If you know the user name, you can type it in the UserID: field instead of clicking the Search... button.
• The Global Address List will open
• 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)
• Double-click on the person’s name
• Their username will appear in the Add Calendar window (see Figure 26)

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

• Click OK
• 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.

• Click OK
• 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

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):

• 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

• 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

• 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

• 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

• 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.

• Click on the Mail button or icon
• 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

• The Shared Calendars Properties window will appear
• Click on the Subscribe tab
• 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…

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

If you have granted someone permissions to your Calendar and you would like to remove them:

• Click on the Folders List button or icon
• 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

• The Calendar Properties window will open
• Click on the Permissions tab
• 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

• Click on the OK button
• Permissions have been removed from that person