Information and Technology

Shared Calendars

To open Entourage, select Go> Applications > Microsoft Office 2008 > Microsoft Entourage

Two of the most commonly asked questions with Entourage calendaring are how to share your calendar and how to view a shared calendar. Instructions are provided below.

More calendar resources can be found on the Entourage 2008 help web site.

Share Your Calendars with Others

Locate your work calendar in the Folder Pane.

Hold down the Control key on your keyboard and Click on your calendar icon.
A drop down menu will appear. Go down the list and click on Sharing.

The "Folders Properties: Calendar" window will pop up.
Click on Add User...

The "Select User " Window will pop up.
Type the name of the person into the top field and click Find.

Click on the correct name from the list and click OK.

The name of the person will appear in the "Folder Properties" Window.
Click in the Permission Level: drop down menu to select the appropriate level of permission.

It is common to set the permission level to Reviewer. A person with Reviewer permission level is allowed to read your calendar, but they cannot edit your information in any way.

Click OK.

View a Shared Calendar

To View a shared calendar for the first time
Click on the File drop down menu and select Open Other User's Folder...

The "Open Other User's Folder" will pop up.
Click on the Find User icon .
The "Select User" window will pop up.
Type the name of the person into the top field and click Find.

Click on the correct name from the list and click OK.
The name will now appear in the "Open Other User's Folder" window.

Click OK.

The shared calendar will now appear in the Mail Folder pane.

Click on the Calendar icon to return to Calendar mode.

Click on the new shared calendar in the Folder list to view it.