1. No category

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: [email protected]
www.westfield.lancsngfl.ac.uk
 The Westfield Centre – Lancashire County Council
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
 The Westfield Centre – Lancashire County Council
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.
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 The Westfield Centre – Lancashire County Council
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.
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 The Westfield Centre – Lancashire County Council
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.
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 The Westfield Centre – Lancashire County Council
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
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 The Westfield Centre – Lancashire County Council
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.
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 The Westfield Centre – Lancashire County Council
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.
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 The Westfield Centre – Lancashire County Council
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.
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