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How to set permission for viewing Free/Busy information in Outlook?

Author: Kelly Last Modified: 2014-03-21

For an exchange account in Microsoft Outlook, it allows users to share their calendar free and busy information with other users. Therefore, according to the free and busy information, other users can pick out a suitable time for meeting requires easily. Here we will talk in details about how to set permission and allow other users to view the free and busy information in your Microsoft Outlook.

Set permission for viewing Free/Busy information in Outlook 2010 and 2013

Set permission for viewing Free/Busy information in Outlook 2007

Note: The permission for view Free/Busy information will share part of information in your Microsoft Outlook with other users, and it requires your email account is an exchange one.

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arrow blue right bubbleSet permission for viewing Free/Busy information in Outlook 2010 and 2013

This method will show you how to set or change the permission lever for others viewing your free and busy information easily in Microsoft Outlook 2010 and 2013.

Step 1: Shift to the Calendar view, and select a calendar that you will share its free and busy information with others under My Calendars.

Step 2: Go to the Share group on the Home tab, and click the Calendar Permissions button.

Step 3: Now the Calendar Properties dialog box comes out, please go to the Permissions section, and check one of Read permission levels according to your own needs.

There are four kinds of permission levels allowing others to view the free and busy information in the selected calendar: None; Free/Busy time; Free/Busy time, subject, location; and Full Details. See the following screen shot: 

Step 4: It’s optional. Please set the internet free/busy options with clicking the Other Free/Busy button in the Calendar Properties dialog box.

In the new popping up Internet Free/Busy Options dialog box,

  • (1). Check the option of Publish at location, and enter a location in the following box;
  • (2). Specify the period how many months of free and busy information in the selected calendar that you will share with others;
  • (3). Specify the interval period that how often the free and busy information will be updated.

Step 5: Click all OK buttons in each dialog box.

After your permission, others can share your free and busy information of your specified calendar on your specified permission level.


arrow blue right bubbleSet permission for viewing Free/Busy information in Outlook 2007

As you see, Microsoft Outlook 2007 still remains the classic menus in its main interface, and the steps to open the Calendar Permission dialog box is different from that in Outlook 2010 and 2013.

Step 1: Shift to the Calendar view, and select the calendar that you will share its free and busy information with others.

Step 2: Click the Tools > Options to open the Options dialog box.

Step 3: In the Options dialog box, please click the Calendar Options button on the Preferences tab.

Step 4: In the popping up Calendar Options dialog box, please click the Free/Busy Options button at the bottom. See the following screen shot:

Step 5: Now you get into the Calendar Properties dialog box. And you can follow the same steps we show in Microsoft Outlook 2010 and 2013 to finish the configuring.


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