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:
- 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.
- 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:
- Create a top-level public folder in HostPilot® Control Panel on the Services > Public Folders page.
- 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.
- Click the Address Book button and select a list of users or groups.
- In Default permissions, choose the desired level of permissions and click the Add to Access List button.
- 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.
- 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.
- Type in a name for the shared calendar.
- In Folder Contains, select Calendar Items and click OK.
- In order to set up the subfolder as a shared calendar, you will need to assign client permissions for this folder.
- Right-click the shared calendar folder and select Properties.
- Go to the Permissions tab.
- Click Add and choose users or groups you want to grant access permissions to.
- Select the required permissions level in the appropriate list and click OK.
Steps to view a shared calendar in your Outlook Calendar list:
- Navigate to Folders
- Right-click a shared calendar and add it to Favorites
- Switch to Calendar view
- Select the check box next to the shared calender 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.
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 corresponding top-level public folder in HostPilot. 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.