Questions
- How do I share my Outlook calendar with a colleague?
- How do I set up a delegate who can manage my calendar?
- How do I give someone permission to view or edit my calendar?
- How do I change or remove calendar permissions for a delegate?
- What is the difference between Reviewer, Author, and Editor permissions in Outlook?
- How do I let my assistant respond to meeting requests on my behalf?
Environment
This article applies to all current Bowdoin faculty and staff who want to share their Outlook calendar with a colleague or set up a delegate who can manage calendar events on their behalf.
- Covered: Outlook for Windows (new Outlook), Outlook for Mac, and Outlook Online (browser)
- All delegates must be Bowdoin Microsoft 365 users — external email addresses cannot be added as full delegates
Permission levels explained:
- Reviewer: Can view calendar items only.
- Author: Can view and create items, and edit or delete items they created.
- Editor: Can view, create, and edit or delete any items — including those created by others.
Resolution
Outlook for Windows (new Outlook)
- Open Outlook and click the Calendar icon in the left navigation bar.
- In the left panel, right-click the calendar you want to share (typically Calendar under your name).
- Select Sharing and permissions.
- In the panel that opens, type the name or email address of the person you want to share with.
- Select the appropriate permission level from the drop-down: Can view all details, Can edit, or Delegate.
- Click Share. The person will receive an email notification with a link to open the shared calendar.
To change or remove permissions, return to Sharing and permissions, find the person's name, and adjust or remove their access.
Outlook for Mac
- Open Outlook and click the Calendar icon in the left navigation bar.
- In the left panel, click the calendar you want to share so it is highlighted.
- In the toolbar at the top, click Calendar Permissions.
- Click Add User, type the person's name, and click Find. Then double-click the name to add them.
- Set the desired permission level and click OK.
To change or remove a delegate, return to Calendar Permissions, select the person, adjust their level or click Remove, and click OK.
Outlook Online (browser)
- Sign in to Outlook Online at outlook.office.com.
- Click the Calendar icon in the left navigation bar.
- In the left panel, right-click your calendar and select Sharing and permissions.
- Enter the name or email of the person you want to share with and select them from the results.
- Choose a permission level and click Share.
To remove access, return to Sharing and permissions, find the person, and click the X next to their name.
Important: These instructions apply to the current version of Outlook (Microsoft 365). If you are using an older version of classic Outlook for Windows and do not see these options, contact the Service Desk for assistance.
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.