Utilizing the Outlook Program Installed on your Computer

Sharing your calendar with anyone inside or outside our organization is possible but is limited to an availability only view for those outside our organization.  

Please follow the steps below to share your calendar;

You can do this in one of two ways;

1.  Utilizing Properties of your Calendar

  • Right click on your calendar>Click the Permissions tab>Click on the Add... button>Search for the applicable employee by entering their first or last name
  • Double click their name>Click the OK button
  • Sharing with people with a flagstaffaz.gov address
    • Next to the Permission Level box click on the drop down arrow and select the applicable permission level>Click the OK button
  • Sharing with people without a flagstaffaz.gov address
    • This method is not possible in this scenario.
  • Notify the employee that they can now add your calendar to their Outlook

2.  Utilizing the Share Calendar button on your Outlook ribbon

  • From your Calendar folder, on the Home menu, select Share Calendar>Enter the name of the applicable employee in the To... box
  • Sharing with people with a flagstaffaz.gov address 
    • Make sure the "Allow recipient to view your Calendar" is checked>Enter the type of permission by clicking the drop down arrow next to Details
  • Sharing with people without a flagstaffaz.gov address 
    • Make sure the "Allow recipient to view your Calendar" is checked>Verify that "Availability only" is set in the drop down box next to Details
  • Click the Send button

Common error that occurs when attempting to share calendar

  • "Error while preparing to send sharing message."
    • Verify by utilizing the instructions from section 1 above that you don't have any separated employees in your list of permissions.  If you do select them and click the Remove button>Click the OK button


Utilizing O365 Outlook

Please do the following to share your calendar;

  • Type office.com into a web browser address window, sign in with your email address and network password
  • Click on Outlook
  • Click on the Calendar icon in bottom left of window

             

  • Click the three dots next to your calendar, select Sharing and permissions

             

  • Enter the person’s email address

             

  • After the person accepts the sharing invitation your calendar will be visible in the other person’s desktop and web Outlook if they check next to the calendar in the list.