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Share contacts and calendars

Virtual Office CS and SaaS customers can share Outlook items such as Calendars and Contacts by using the sharing options in Microsoft Outlook.
  1. In Outlook, select the
    Contacts
     or the
    Calendar
     that you want to share.
  2. In the home tab, select
    Share Contacts
     or
    Share Calendar
    .
  3. In the email message that opens, add the recipients you want to notify about your shared calendar.
    note
    You can send the message to multiple recipients or groups.
  4. If you need to access the recipient’s contacts, mark the
    Request permission to view recipient’s Contacts
     checkbox.
  5. Send the email. Outlook will prompt you to verify that you want to share your Contacts folder. If you select
    Yes
    , Outlook will give the recipient read-only access to your contacts or calendar and send an email message to the recipient to let them know that they now have access. The email message includes a link that the recipient must select to enable sharing and open the shared contacts folder or calendar.
  6. To give the recipient additional rights (for example, the ability to edit contacts, create subfolders or add calendar appointments), right-click your Contacts folder or calendar and select
    Properties
    .
  7. Select the Permissions tab.
  8. Select the user whose permissions you'll change.
  9. Change the user’s permissions as desired and then select
    OK
    .

Request access

If you request permission to view the recipient’s contacts or calendar:
  1. Outlook will prompt the recipient to reply to your request.
  2. You'll then receive an email message that will tell you whether the recipient gave you access to their contacts or calendar.
  3. If they allow access, you can view the shared contacts or calendar by selecting the link in the email message. (You can also view the contacts by opening the Contacts screen, opening the Shared Contacts folder, and then selecting the name of the person who shared his contacts with you.)
    note
    If
    Share Calendar
     or
    Share Contacts
     isn't available, note the following:
    • Shared Calendars and Contacts must be in your Exchange mailbox. Outlook items that are stored in Personal Folders (.PST files) can't be shared.
    • Your Exchange mailbox should be your Default destination for Outlook objects. Select
      File
      ,
      Info
      ,
      Account Settings
      , then select the
      Data Files
       tab. Verify that your Exchange account is selected as the default. Select
      Set as Default if needed
      . You will have to close and reopen Microsoft Outlook for these changes to take effect.
    • If you're prompted that "Calendar sharing is not available with the following entries because of permission settings on your network" after sharing your calendar, select
      To
       and then select the Exchange address from the Global Address List. 

This article applies to:

  • PRODUCT: Practice CS
  • Subject: Integration