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Calendar Frequently Asked Questions

Can I open someone else's Calendar?

First, you need to determine if you CAN open someone else's calendar. This is dependent upon a number of factors:

  • Where the accounts for both people involved (Cloud or On-Premises) are located
  • The application (Outlook, Blitz Web Access, Outlook Web Access) being used to view the calendar
  • The permissions that have been granted to the person attempting to open the calendar

If you are both using accounts on the same system (Both in the Cloud, or both on On-Premises):

Using Outlook 2010 (Windows), Blitz Web Access, Outlook Web Access

You will have no trouble opening someone else's calendar to view that person's Free/Busy information.

Using Outlook 2011 (Mac)

For you to open their calendar they will need to grant you at least "Reviewer" permissions to their Calendar.

If you are not both using accounts on the same system (One person is in the Cloud, the other is on On-Premises)

Using Outlook 2010 (Windows), Blitz Web Access, Outlook Web Access

You will only be able to only see the Free/Busy information of the person's calendar you wish to open. The person sharing the calendar will not be able to grant you permissions. You will receive the permissions granted to the "Default" user.

Using Outlook 2011 on a Mac

You will NOT be able to open the other person's calendar unless their "Default" user has at least "Reviewer" permissions.

How do I open someone else's calendar?

Once you have determined that you will be able to open someone else's calendar, exactly HOW you do that is detailed below for each application

Outlook 2010 (Windows)

  1. In the lower left of the Navigation Pane, click Calendar
  2. On the Home Tab, in the Manage Calendars group, click Open Calendar
  3. Choose From Address Book
  4. Locate and select the name of the desired calendar in the list
  5. Click the Calendar button
  6. Click Ok

Outlook 2011 (Mac)

  1. In the lower left of the Navigation Pane, click Calendar
  2. On the Home Tab, click Open Calendar
  3. Type in a part of the user's name, be sure the "Type" indicates Calendar, press Return to search
  4. Locate and select the name of the desired calendar in the list
  5. Click Select
  6. If you are asked to "allow this server to configure your settings?", Check "Always use my response for this server"
  7. Click Allow
  8. Your desired Calendar should appear. You may need to select the calendar in the left navigation pane

Blitz Web Access/Outlook Web Access

  1. In the lower left of the Navigation Pane, click Calendar
  2. From the choices at the top of the screen, click Share
  3. Choose Add Calendar
  4. Be sure that "Calendar from your organization" is selected
  5. In the box for "Name..." type in a portion of the name and press Enter/Return
  6. If there is more than a single name in the resulting list, click the desired name
  7. Click OK

If all you want to do is view someone else's calendar while you are trying to book a meeting with them, you can use the Scheduling Assistant (called the "Availability Panel" in iCal) when setting up a meeting. This feature is available regardless of the system you are on, the application you are using or the permissions given.

 

 

Last Updated: 5/7/13