Sharing Your Calendar
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Watch how to share your calendar.With Stanford Email and Calendar, you can share your calendar(s) with other people in your office, external to your office, and with the public. This can be useful if you maintain different calendars and want others to know your schedule.
When you share your calendar(s) with internal users, you can select the type of access the internal users can have: Manager, which gives full access to view and modify the calendar; or Viewer, which gives read-only access. External guests and the public are limited to read-only access. Note: because of the possibility of accidentally disclosing confidential information, it is recommended that you not share your calendar with external guests or the public. lnstead, mail a Free/Busy link, which will allow others to see when you are available but not the details of your appointments. This process is described below.
For further sharing options in Stanford Email and Calendar, see Share a Task List and Share an Email Folder.
Share a calendar
Select the calendar(s) to share, specify with whom to share and the associated access privileges (manager or view-only), and then send an invitation.
- With the Calendar tab selected, on the Overview pane (menu at the left) right-click (Ctrl+click on the Mac) the calendar you want to share. A list of possible actions displays.
- From the list, click Share Calendar. The Shared Properties dialog displays.
- Select whom to share with; Internal user or groups, External guests, or Public.
- Depending with whom you share, do the following:
- For Internal users or groups, enter the email addresses and in the Role area select the access privileges.
- For External guests, enter guests' addresses and the password to enter to view your mail folder (you will have to send your guest the password). Again, this is not recommended. See "Mail a free/busy link," below, for a safer alternative.
- For the Public, click on the "View" URL that displays when you click the Public button. Do not use the "ICS" URL. Then, send this URL via email to those you want to view the calendar. As noted above, creating a public share is not recommended. And, at this time you cannot revoke Public access yourself; you must submit a HelpSU ticket to do so. See "Mail a free/busy link," below, for a safer alternative.
- In the Role area click the type of access you want to give the grantee for this calendar.
- None. Set by default.
- Viewer. View only.
- Manager. View, Edit, Add, Remove, Accept, Decline.
- Admin. View, Edit, Add, Remove, Accept, Decline, Administer.
- In the Message area select which type of message to send. This message can be sent to internal users and to external guests. The options are as follows:
- Do not send mail about this share. No message is sent.
- Send standard message. The standard share notification message is sent to the email address. This message includes the name of the mail folder that is being shared, your address, the grantee's address and the role assigned, with a list of the allowed actions.
- Add a note to standard message. You can additional information to the standard message.
- Compose email in new window. Create and send a new email message.
- Click OK.
Mail a Free/Busy link
To allow someone to see your availability without giving them access to everything on your calendar, you can mail a free/busy link. The link combines any calendars you have and displays the blocks of time when you are busy.
- Click the Calendar tab.
- Right-click (or Ctrl+click on a Mac) Calendars in the Overview pane and then click Mail Free & Busy link from the list that displays. An email message appears with a URL in the body of the message.
- In the To: field, enter the email address(es) for those you want to see your calendar information. Click Send.
The email is sent and the calendar can be accessed by the recipient by clicking on the URL or copying and pasting it into a browser. Depending on their browser settings, the email recipient(s) may need to confirm a security exception. You can safely encourage them to do so. There is no risk associated with any URL at stanford.edu.
View, change, or cancel access
In Stanford Email and Calendar, you, as a grantee, can view the access you have to a folder shared with you by someone else. As a grantor, you can change or cancel the share privileges of one of your calendars to a grantee.
View your privileges to a shared calendar
- With the Calendar tab selected, right-click (Ctrl+click on the Mac) the calendar of your grantor.
- Click Edit Properties.
- In the Folder Properties box, review your role in the Permissions field. Definitions of roles can be found in Step five in "Share a calendar," above.
Change access permissions
- From the Overview pane, right-click (Ctrl+click on the Mac) on the shared calendar.
- Select Edit Properties. The Calendar Folder Properties dialog box opens. This dialog displays the names that share the calendar.
- In the Sharing for this folder section, click Edit by the name to change. The Share Properties dialog box opens. You can now change the privileges. Review step five above.
- An email message will be sent to notify the user of the change in privileges, or you can select to either not send an email message or to send a standard or composed message.
- Click OK.
Revoke a calendar
- From the Overview pane, right-click (Ctrl+click on the Mac) on the shared calendar.
- Select Edit Properties. The calendar properties dialog box opens, and displays the names that share the folder.
- For the appropriate name, click Revoke. A Revoke Share dialog box opens.
- Select whether or not to send a message to the user describing the change.
- Click Yes.
The user can no longer access your shared folder, calendar, or task list. The user can (and should) delete the item from their Overview pane list. If they double-click the item, a message is displayed saying that they do not have access to the item.
As mentioned above, you cannot revoke Public access yourself. You must submit a HelpSU ticket to do so.
