The Westfield Centre How to create a shared calendar in Outlook Web Access The Westfield Centre Redwood Avenue LEYLAND PR25 1RP Tel: 01772 623222 Fax: 01772 621209 E-mail: call.centre@westfield.lancsngfl.ac.uk www.westfield.lancsngfl.ac.uk
Contents How to share a calendar in Outlook Web Access... 1 Add the User to the Address Book... 1 Create a shared calendar... 2 Allocate permissions for a user to access a calendar... 3 Permission Levels... 4 To Open A Shared Calendar... 5 To Enter an Appointment... 6 How to invite a user to a meeting... 7
How to share a calendar in Outlook Web Access To use shared Calendars in Outlook Web Access there are 4 steps: Add the users to the address book Create a Shared Calendar Allocate Permissions for a user to view the calendar Open the Shared Calendar Add the User to the Address Book In order to be able to share a calendar a user must be added to the address book via the lancsngfl admin system. Navigate to the Lancsngfl Web site www.lancsngfl.ac.uk and click on the LGFL Email Admin Icon. Log onto the LGFL Email Administration interface using either the head or Itcoord account. Click on View/Edit Email Accounts. Select All. To add a user to the Address Book move the mouse over the address book icon in the status Column and click on it. Click on the address book either add or removes a user from the address book. 1
Create a shared calendar Log into Outlook Web Access as you would do normally and select the Calendar Icon in the bottom left hand corner In My Calendars on the left had side select Create New Calendar. Type in the name of the shared calendar (e.g. Head s appointments)next to your new calendar. Press enter. 2
Allocate permissions for a user to access a calendar Under Other calendars select Manage Delegates Select Show users with delegate folder rights. Select Add. Type in your district and school number. Select open and a list of users will be displayed. Select the user you wish to assign access to. 3
In the Permission Level select the level of permissions you wish to assign to the user form the drop down box and click ok. Permission Levels Permission Level None Owner Publishing Editor Editor Publishing Author Author Non-editing Author Reviewer Contributor Delegate Permission Cannot access calendar Can read, create, modify and delete all items and create subfolders Can read, create, modify and delete all items and create subfolders Can read, create, modify and delete all items Can read and create all items but can only modify and delete items they create. Can create subfolders Can read and create all items but can only modify and delete items they create Can read and create all items but can only delete items they create Can read all items Can create all items 4
To Open A Shared Calendar Once the appropriate permissions have been assigned you should be able to access a shared calendar. Once you have logged in: Click on Calendars in the bottom left hand corner. Select Open a Shared Calendar and type in your district and school number. Click on the Open button. Select the User name of the calendar you wish to open from the list and the calendar for that user will then be displayed. 5
To Enter an Appointment Place a tick the check box next to the shared calendar you have just created Double Click on the date and time you wish to schedule a meeting In the subject line type in the meeting subject. In the location type in where the meeting is to be held Set a start and end time for the meeting. When you have included all the information about your meeting click on the Save and Close button in the top left hand corner. 6
How to invite a user to a meeting Double click on your shared calendar to create an appointment. Click on the invite Attendees button (which is next to the exclamation mark in the tool bar). Options will appear in the appointment box. Double Click on required and select the users you wish to invite to a meeting from the drop down box. Click ok in the bottom right hand corner. Please note: The invitation will not be sent unless the subject and location fields include text. The invitee should then receive an email with the details of the meeting to which they can respond. 7