This Quicknote will provide information relating to working with and sharing Microsoft Outlook Calendars from within their Outlook platform.
This Quicknote is for the benefit of both faculty and staff members. The intended purpose of this information is to aid in instructing the sharing of calendars with other University staff and faculty with an active UM-Flint email address.
To follow this Quicknote you will need one of the following versions of Microsoft Outlook 2010, 2011, 2013 or 2016 installed. You will also need to have a current affiliation with the University and have access to your LAN account.
Microsoft's Outlook platform allows users to quickly share information between one another. In addition to email, users have the ability to share calendar information so that schedules can be compared and appropriate meeting times can be set. Users also have the ability to delegate control of their email accounts to chosen users if they so desire. For example, a supervisor can delegate control of their calendar to an administrative assistant. This would allow the administrative assistant to schedule meetings on the supervisor's behalf.
When it comes to sharing calendars there are three main ways Outlook accomplishes this task: email invitation, delegate access and permission granting directly on the calendar. Sending email invitations are faster and less technical, but are ideally only used for one-off requests. Delegating access to another user is better suited for people looking to have assistance in managing their calendars and perhaps other elements within Outlook. Lastly, setting permissions on the calendar itself is a more permanent form of emailing an invite, but it is also more technical.
How to Share your Calendar:
Microsoft has created a series of very robust help articles with step-by-step instructions on how to share your calendar, please see the applicable link below:
- Please note: If you are interested in delegating access, please see:
Microsoft Windows OS:
- Outlook 2010:
- Outlook 2013/2016:
- Outlook 2011:
- Outlook 2016:
If you have any questions or experience any issues with this Quicknote, please visit or contact the ITS Helpdesk for assistance.
Locations: 206 Murchie Science Building or 3174 William S. White Building
Phone#: (810) 762-3123 (Option 1)