Exchange 2013 Users: Read the Knowledge Base article on Public Folders In Exchange 2013 before proceeding with the instructions below.

In Exchange, you may ONLY use a subfolder as a shared calendar.

If you would like to share a calendar, you need to create a top-level public folder which will contain a subfolder of the Calendar type. There some things you need to remember when working with public folders:

  1. There can be a maximum of 5 top-level public folders on your Shared Exchange account and a maximum of 100 top-level public folders on your Dedicated Exchange account. The number of subfolders is unlimited.
  2. The user who creates a subfolder has Owner permissions by default and can set and reset permissions for other users using Outlook.

Steps to share a public folder calendar in Exchange:

  1. Create a top-level public folder in HostPilotĀ® Control Panel on the Services > Public Folders page.
    Create PF
  2. Assign client permissions on the Services > Public Folders  > click on the Public Folder name > Client Permissions page. You must give the user who will create a subfolder at least Publishing Author permission for the top-level folder.
    1. Click the Address Book button and select a list of users or groups.
    2. In Default permissions, choose the desired level of permissions and click the Add to Access List button.
      PF Permissions
  3. Create a subfolder of an existing top-level public folder using Microsoft Outlook. Remember that the user who creates a subfolder should have at least Publishing Author permissions for the top-level folder.
    1. Log in to your mailbox using Outlook. Navigate to Public Folders > All Public Folders and locate the necessary top-level public folder. Right-click on it and select New Folder.
    2. Type in a name for the shared calendar.
    3. In Folder Contains, select Calendar Items and click OK.
      Create Shared Calendar
  4. In order to set up the subfolder as a shared calendar, you will need to assign client permissions for this folder.
    1. Right-click the shared calendar folder and select Properties.
    2. Go to the Permissions tab.
    3. Click Add and choose users or groups you want to grant access permissions to.
    4. Select the required permissions level in the appropriate list and click OK.

Steps to view a shared calendar in your Outlook Calendar list:

  1. Navigate to Folders
  2. Right-click a shared calendar and add it to Favorites
  3. Switch to Calendar view
  4. Select the check box next to the shared calendar under Other Calendars.

Note: if you've done that but still do not see a shared calendar in Calendar view, go back to Folders > Favorites > click on each shared calendar one at a time > switch to Calendar view.  

Important note: In order to be able to access a shared calendar created as a subfolder of a top-level public folder, users and groups need to be granted at least Reviewer permissions for the calendar subfolder. If the calendar is shared with Contributor permissions, it will not be accessible.  

Permissions on subfolders can differ from permissions on the top-level public folder. Read the Knowledge Base article on Managing permissions for public folders for more information about public folder permissions.