Exchange comes with sharing capabilities built in! From Shared Mailboxes to Shared Calendars and Contacts.
How to share a calendar with Exchange
- Login to Outlook Web Access / Webmail: https://ex.websavers.ca
- Switch to the "Calendar" interface by clicking on the "app launcher" in the top left-hand corner and then selecting the Calendar icon.
- On the left you can see the list of available calendars in this account. Right-click on the one to share and select Sharing permissions from the context menu.
- Here you can add users to share the calendar with. Start typing to display suggestions from your contacts, enter a full email address or use the search option via Search directory.
This will send a request by email to the accounts you shared the calendar with. The receipients will need to accept the request from within the invitation email by clicking on the blue Accept button.
Once accepted, the shared calendar will appear under "Other Calendars" in the left sidebar within Outlook.
Available access permissions for shared calendars:
- Availability only: Shows availability but no details regarding calendar events.
- Limited details: Shows availability, titles and locations of events.
- Full details: Shows all event information.
- Editor: Allows to edit your calendar.
- Delegate: Allows to edit your calendar and share it further.
How to share contacts with Exchange
This can only be done with the Outlook app, not via Outlook Web Access. (Weird Microsoft thing).
The default Contacts folder in Outlook is created in each Outlook profile. This folder can’t be renamed or deleted. You might have additional contact folders.
You can share any of these folders with a specific other person in your organization with these steps:
- In People, in the folder pane, click the contact folder that you want to share with a person in your organization.
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Click Home. Then, in the Share group, click Share Contacts.
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Select the To box. When prompted via the Address Book window, select Global Address List then search the name of the recipient for your sharing-invitation message. Optionally change the Subject. Send the message.
- The recipient (in your organization) receives the sharing invitation in email, and clicks Open this Contacts folder.
You can share any of these folders with everyone in your organization with these steps:
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In People, in the folder pane, click Contacts.
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Click Folder. Then, in the Properties group, click Folder Permissions.
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In the Name box, click Default.
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Under Permissions, in the Permission Level list, click Publishing Editor or any of the other options.
Available Permissions
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Owner |
Create, read, change, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Doesn’t apply to delegates.) |
|
Publishing Editor |
Create, read, change, and delete all items and files, and create subfolders. (Doesn’t apply to delegates.) |
|
Editor |
Create, read, change, and delete all items and files. |
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Publishing Author |
Create and read items and files, create subfolders, and change and delete items and files that you create. (Doesn’t apply to delegates.) |
|
Author |
Create and read items and files, and change and delete items and files that you create. |
|
Nonediting Author |
Create and read items and files, and delete items and files that you create. |
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Reviewer |
Read items and files only. |
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Contributor |
Create items and files only. The contents of the folder don’t appear. (Does not apply to delegates.) |
|
None |
You have no permission. You can’t open the folder. |
