Spartan Mail - Sharing and Opening Shared Calendars in Outlook and the Web Client

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• Overview
• Sharing Your Spartan Mail Calendar from Outlook
• Opening a Persons Shared Spartan Mail Calendar from Outlook
• Opening a Shared Spartan Mail Calendar from the Web Client (spartanmail.msu.edu)
• Testing and Troubleshooting

Overview

This article shows you how to share your calendar from Outlook or over the Web and how to add a shared calendar to your Outlook.

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Sharing Your Spartan Mail Calendar from Outlook

1. Open your Outlook calendar.
2. Select Share Calendar in the menu ribbon, then select Calendar.
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3. The "Calendar Properties" window will open, where you can view your current permissions. If the person or group you wish to share your calendar with are already showing:
   1. Select their Name in the "Currently sharing with:" section.
      The "My Organization" or "Default" group is what is used for other MSU persons. This is normally set to Can view when I am busy which simply shows that you are unavailable during time periods with no further details. This is the recommended setting.
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   2. Select the radio button next to the permissions you want them to have.
   3. Select OK
4. Else you will need to add a new person:
   1. Select Add...
   2. Enter their name to search the directory
   3. Double-click the person you wish to share with so their name appears next to the "Add" button below.
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      You can add more than one person at a time. They will show up separated by semi-colons.
   4. Select OK.
   5. After adding them you can assign the desired permissions as listed in step 3 above.
      You can also give permissions to any "mail enabled security group" (distribution lists do not work). Users can check with their local IT Administrator for security groups that could be used for their units.

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Opening a Persons Shared Spartan Mail Calendar from Outlook

1. Open your Outlook calendar
2. Select Add Calendar in the menu ribbon and choose From Address Book...
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3. Search for the person's calendar you wish to view.
4. Double-click their name so it appears next to the "Calendar" button at the bottom
5. Select OK.
6. If you have permissions it will add it to your calendars.

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Opening a Shared Spartan Mail Calendar from the Web Client (spartanmail.msu.edu)

1. Login to spartanmail.msu.edu
2. Select the calendar icon on the left menu bar
3. Select Add calendar
4. Select Add from directory
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5. Select which account you want to search FROM (likely your own email address).
6. Search for the person's calendar you wish to view.
7. Choose where to add the calendar under Add to.
8. Select Add.
9. If you have permissions it will add it to your calendars.

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Testing and Troubleshooting

When you first give permissions to an individual it should email them and it should be available over the web immediately. In order for Outlook to work correctly you may need to wait a day for Outlook's address book and permissions to sync. See troubleshooting steps in KB 867 (link).

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