Managing Shared Mailbox Calendars

Overview

Departments who have email accounts that are configured as shared mailboxes, can manage their own department calendars associated with those mailboxes and provision access to individuals as needed. 

Details / Instructions

Before beginning, please verify that the shared mailbox is set up as a separate account in Outlook on your Windows computer. You can verify this by opening Outlook and clicking on the File menu. From there, you should see under Account Information your personal richmond.edu address. If you click on the account, a drop down should appear to show other accounts. If you don't see the shared mailbox, you will need to set it up as a separate account first. The steps to add the mailbox as a separate account can be found here: https://spidertechnet.richmond.edu/TDClient/1955/Portal/KB/ArticleDet?ID=137936

Add a New Calendar - Outlook on Windows

1. Change over to Folder view – click on the 3 dots icon on bottom right corner of the screen and chose “folders”
2. You should see the email address of shared mailbox in the left pane below your email address (you may need to scroll down to see it)
3. Click on the arrow next to email address to expand the sub folders
4. Click on email address, and then right click – select “New folder”
5. Settings:
   1. Name: “Calendar – xxxx “ where xx is name you desire
   2. Folder Contains: Calendar items
   3. Click OK
6. The new calendar will show up now in the left pane under the shared mailbox

Add Users to the New Calendar - Outlook on Windows

Any user with editor right to the Shared Mailbox (assigned using the CATS Groups tool) will have full access to any calendar created. Users who do not have access to the Shared Mailbox will need to have permissions assigned in two places, on the folder visible on the mailbox and assigned permission level on the calendar(s) they need access. The instructions for that are below:

1. Click on email address, and then right click – select “folder permissions”
2. Choose “Permissions” tab
3. Click “Add” and select user from the Global Address list, highlight user and click ADD at the bottom of the screen. Repeat for any additional users. Click OK when done
4. Highlight on user
   1. Keep “none” as permission level.
   2. Select “folder visible” inside the Other permissions
   3. Repeat this step for each user that was added
5. When finished choose OK
6. Right click on the new calendar and select properties
7. Choose “Permissions” tab
8. Click “Add” and select user from the Global Address list, highlight user and click ADD at the bottom of the screen. Repeat for any additional users. Click OK when done
9. Highlight on user and select permission level using the drop-down menu.
   1. As you select each option you can see what each permission will allow the user to do on the calendar
   2. If you would like to assign Reviewer privileges choose “Reviewer”
   3. Repeat this step for each user that was added
10. When finished choose OK

Add a New Calendar - Outlook on Mac

1. In Outlook, click to view Calendars. 
2. Right click or ctrl-click on the department shared email address, and then select “New folder”
3. An item will appear under the shared account as 'Untitled Folder' and you should be able to rename it right away, or ctrl-click on it and select to Rename

Add Users to the New Calendar - Outlook on Mac

NOTE: The instructions below were written using legacy outlook on Mac. The instructions may differ if using the New Outlook. 

Any user with editor right to the Shared Mailbox (assigned using the CATS Groups tool) will have full access to any calendar created. Users who do not have access to the Shared Mailbox will need to have permissions assigned in two places, on the folder visible on the mailbox and assigned permission level on the calendar(s) they need access. The instructions for that are below:

1. In the Mail view in Outlook, right-click or ctrl-click on the department email address, and then select “sharing permissions”
2. Click “Add User” and select user from the Global Address list, highlight user and click ADD at the bottom of the screen. Repeat for any additional users. 
3. Highlight on the user(s) that were added and make the following permission changes:
   1. Keep “none” as permission level.
   2. Select “folder visible” inside the Other permissions
   3. Repeat this step for each user that was added
4. When finished choose OK.
5. In Outlook, switch over to Calendars and Right click on the new calendar and select properties
6. Choose “Permissions” tab
7. Click the "+" and search for the user from the Global Address list, highlight user and from the Permissions drop down, select the level of access to give. Click Add.
8. When finished click Done. 

See Also