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Share Access to Resource Accounts in Outlook 2013 for Windows


By default, everyone can see the free/busy status of a Resource Account while proposing a meeting, but cannot open the resource's calendar.

This procedure explains how the owner of a Resource Account can grant additional access rights (viewing and/or editing) to a Resource Account.

Before you can grant access rights (viewing and/or editing) to a Resource Account, you must first temporarily make the Resource Account your "default" account. When you're done working with access rights, you'll change the default back to your own Exchange account.

Share the Resource's Calendar with Everyone at Cornell

This option changes what everyone at Cornell can see about the resource's calendar. This option is NOT required for people to "invite" the resource to an event.

Do not, for any reason, Remove the Default or Anonymous entries. Removing these will break things.

Do not, for any reason, Remove or modify any listing that begins with "ga.", such as ga.ACCESS or ga.ADMIN.

  1. Click Outlook's File tab.
  2. Click the large Account Settings button, then select Account Settings. An Account Settings dialog box will open with the E-mail tab selected.
  3. Highlight the name of the Resource Account you'll be working with, then click Set as Default.
  4. Click Close.
  5. In Outlook's Folder Pane, click Calendar.
  6. Under My Calendars, right-click the Resource Account's listing, select Share, then select Calendar Permissions. A Calendar Properties dialog box will open with the Permissions tab displayed.
  7. Click Default. (Do not, for any reason, delete this entry. Deleting it will cause errors.)
  8. From the Permission Level drop-down list, select the desired level of access. We recommend that you choose one of these:
    Free/Busy time, subject, location - in the Scheduling Assistant, everyone can see time, subject, and location of the items on the resource's calendar, but cannot see other details, such as participants, notes, or attachments.
    Reviewer - everyone can open the calendar and see the details of the items on the calendar, but can't add, delete, or change anything.
    (The initial setting is "Free/Busy," which allows everyone to view the free/busy time in the Scheduling Assistant, but they cannot see the subject or location, and they cannot open the calendar.)
    Do not select any permission setting higher than Reviewer, as this will allow anyone with an Exchange account to change events on the resource's calendar. That would be bad.
  9. Click OK.
  10. Click Outlook's File tab.
  11. Click the large Account Settings button, then select Account Settings. An Account Settings dialog box will open with the E-mail tab selected.
  12. Highlight your own email account, then click Set as Default.
  13. Click Close.

Share Read-Only (Reviewer) Access to the Resource's Calendar with Specific People via Email

This method lets you share the resource's calendar by sending an email notification to the person. This is a quick way to give someone read-only access to the calendar. If you want to give someone higher-level access than read-only, see By Setting Permissions in Outlook below.

  1. Click Outlook's File tab.
  2. Click the large Account Settings button, then select Account Settings. An Account Settings dialog box will open with the E-mail tab selected.
  3. Highlight the name of the Resource Account you'll be working with, then click Set as Default.
  4. Click Close.
  5. In Outlook's Folder Pane, click Calendar.
  6. Under My Calendars, right-click the Resource Account's listing, select Share, then select Share Calendar. An email message will open with the subject "Sharing invitation."
  7. Fill in the To field as you would for any email message.
  8. In the body of message include whatever explanatory text you feel is appropriate.
  9. Click Send.
  10. Click Outlook's File tab.
  11. Click the large Account Settings button, then select Account Settings. An Account Settings dialog box will open with the E-mail tab selected.
  12. Highlight your own email account, then click Set as Default.
  13. Click Close.

Share the Resource's Calendar By Setting Permissions

This option lets you choose which level of access to the resource's calendar you want to give someone.

Do not, for any reason, Remove the Default or Anonymous entries. Removing these will break things.

Do not change the Anonymous entry; leave it set to None.

Do not, for any reason, Remove or modify any listing that begins with "ga.", such as ga.ACCESS or ga.ADMIN.

  1. Click Outlook's File tab.
  2. Click the large Account Settings button, then select Account Settings. An Account Settings dialog box will open with the E-mail tab selected.
  3. Highlight the name of the Resource Account you'll be working with, then click Set as Default.
  4. Click Close.
  5. In Outlook's Folder Pane, click Calendar.
  6. Under My Calendars, right-click the Resource Account's listing, select Share, then select Calendar Permissions. A Calendar Properties dialog box will open with the Permissions tab displayed.
  7. Click Add.
  8. In the Add Users dialog box, type all or part of the person’s name, then click Go.
  9. Highlight their name in the resulting list, click Add, then click OK. You should now see their name displayed in the Calendar Properties dialog box.
  10. From the Permission Level drop-down list, select the desired level of access. 
    Free/Busy time, subject, location - in the Scheduling Assistant, the person can see time, subject, and location of the items on the calendar, but cannot see other details, such as participants, notes, or attachments.
    Reviewer - the person can open the calendar and see the details of the items on the calendar, but can't add, delete, or change anything.
    Author - the person can can open the calendar and see the details of the items on your calendar, and can create, modify, and delete items that he or she creates. The person cannot modify or delete something created by other people.
    Editor - the person can do everything that an Author has permission to do and can modify and delete the items that others created.
  11. Click OK.
  12. Click Outlook's File tab.
  13. Click the large Account Settings button, then select Account Settings. An Account Settings dialog box will open with the E-mail tab selected.
  14. Highlight your own email account, then click Set as Default.
  15. Click Close.

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