Exchange Calendar Permissions Guide

SF State provides calendar sharing between student @mail and faculty/staff Exchange accounts, enabling calendar visibility between students and faculty/staff using an Outlook Mail client. The following guide provides information on specific permissions, and how to specify the way in which other users see your Outlook calendar.


  • Microsoft Outlook (Mac or PC)
    note: calendar permission settings cannot be made on the Outlook Web App (OWA)
  • A connection to the Internet
  • An SF State E-mail account on Exchange for faculty and staff

Obtain Software

Microsoft Outlook is available for free to SF State faculty and staff for use on University-owned computers. Outlook comes packaged with Microsoft Office. You may also upgrade from earlier versions.

  • To obtain Outlook for a University-owned computer, contact your department office/IT support person.
  • To obtain Outlook for a personally-owned computer that is used to do work at home (work at home rights), purchase a copy of Microsoft Office  online through OnTheHub (log in with your SF State ID and password).

Permission Level

As an Outlook user, you can grant permission to others to see your calendar. You can specify how others see your Outlook calendar using the following Read permissions:

  • None
    Hides all calendar events from users trying to view your calendar
  • Free/Busy time
    Shows scheduled events on your calendar as busy time, but prevents users from seeing meeting details (recommended setting)
  • Free/Busy time, subject, location
    Shows scheduled events as busy time and displays additional event information such as subject and location to users viewing your calendar
  • Full Details
    Shows scheduled events as busy time and displays all event details to users viewing your calendar

Set Permissions

Adjust how your calendar appears to others:

  1. Open the Outlook on your Mac or PC
  2. Go to Calendar
  3. Select Calendar Permissions from the top menu bar
    note: if the Calendar Permissions button is grayed out, you will need to click on a calendar you wish to set permissions for from the left navigation bar
  4. Click on the Default profile in the box at the top of the window
  5. Under > Read, specify the level of Read permisson you wish to share with other users. It is recommended this be set to “Free/Busy time”
    • permissions set for Default name will be applied to all users with an SF State email address that view your calendar. Be careful to set this correctly, as this could leave your calendar editable by thousands of users.
    • Names listed as "Anonymous" are users outside of the SF State email system. This should be left as None since calendars are not shared externally.
  6. Once complete, select Apply and OK

To share your calendar with another user, use the Add button in the Calendar Properties. Once added, highlight the user's name and specify the permission levels you wish to apply.

Private Feature

In addition to permission levels, the Exchange calendar offers a privacy feature that prevents users from seeing details, such as suject, attendees, and messages of a specific appoitment or meeting. To mark an appoitment or meeting private, create or open the appointment or meeting you wish to mark as Private, and click on Private (lock icon), located on the far right of the Meeting tab.