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How to request to view calendar in outlook

Updated July 20, 2017

If you or your recipient does not have a Microsoft Exchange Server e-mail account, you cannot send a request to view his calendar; instead, you must ask him to share his calendar with you via an e-mail snapshot. However, if you're both working in a Microsoft Exchange environment, you can request "live" access to the person's calendar, enabling you to view meetings, appointments and general whereabouts.

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  1. Click on "Calendar" in the left pane.

  2. Click the "Home" tab.

  3. Click the "Share Calendar" button on the right side of the menu ribbon. A new "share request" e-mail will open.

  4. Enter the appropriate individual's name in the "To" field. Edit the subject field if you wish.

  5. Check "request to view recipient's calendar." Uncheck "allow recipient to view your calendar" if you don't want to grant access to yours.

  6. Write a note in the message body, and click "Send."

  7. Click on "Calendar" in the left pane.

  8. Under the "All Calendar Items" box, click the "Share my calendar" hyperlink. The share request will open as a new e-mail.

  9. Enter the individual's name in the "To" field.

  10. Check the "request permission to view recipient's calendar" box. Uncheck "allow recipient to view your calendar" box if necessary.

  11. Enter a message if desired, and click "Send."

  12. Tip

    To view a non-Exchange user's calendar, instruct her to send you an e-mail snapshot by clicking the "Email Calendar" button in Outlook's calendar view. Depending on organizational security policies in place, you may already have basic view capabilities for the individual's calendar. If you do, appointments and meetings will simply show up as time blocks marked "Busy."

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About the Author

A writer and proofreader since 2006, B. Steele also works as an IT Help Desk analyst, specializing in consumer and business user tech support. She earned a B.A. in English and journalism from Roger Williams University. Steele also holds certifications as a Microsoft-certified desktop support technician, Microsoft-certified IT professional, Windows 7 enterprise support technician and CompTIA A+ IT technician.

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