In this video, Jess Stratton shows how to set up a team calendar and have different levels of view and edit permissions for different employees.
- [Instructor] In addition to managing some of my executives' main calendars, I also wanna maintain a group calendar. This could be handled in one of two ways. I can create the calendar and share it out so that others can add events to it directly. Or I can create it and share it out with view only access so that other people can only see events that I've added to it. To get started, on the home ribbon tab in the calendar, click open calendar and then choose create new blank calendar.
I'll give it a name, I'll call this one Employee Events. The folder is definitely going to contain calendar items, so I'll leave that. And I do wanna create it in my calendar so I'll leave that as it is, too, and click okay. Here's my new calendar. On the left hand side, I can see it so I'll select it and it shows up in the view. To create an event in this calendar, I can just double click right inside of it.
I can change the date, the time, and I can add some notes. I'll click save and close and now, I can share this out. With the calendar still selected, I'll click share calendar from the home ribbon tab. I'll click to and decide who I want to share it with. Now, I can also share this in multiple badges.
For example, if I only want a small subset of people to be able to add events to it with me, I can put them in and group it separately. For example, I'm going to have Cecilia, and Dahlia by double clicking on their name or selecting once and clicking to. And I'll share this with them and I'm also going to select recipient can add, edit and delete items in this calendar.
This is a special option that comes up because this is an additional calendar that I've created. And it's also only for people that are in my organization, that is Land and Hotel for here. So these people are going to be invited to edit this calendar. So now, they can add any additional employee events that they want to it. I'll click send. I'll confirm that I want to give them this extra permission. I'll say yes and off it goes.
Let's do this one more time. I'll select the calendar and click share calendar. This time, I can click to and select all the rest of my employees. This time, I'm not going to select this because I only want the rest of my employees to be able to view the calendar. I'll click send. I'm going to confirm that I'm giving them read-only access, I'll click yes. It closes when it's done and now, I've shared it out with my employees for view-only access, and with a select few executives for edit access.