Office 365 - Calendar

NDSU's email system, Microsoft Office 365, includes a calendar for both individuals and resources. You are able to share your personal calendar with anyone within the system. Likewise, you can have a resource created in the system to allow your department to better manage rooms, departmental calendars, departmental equipment or other resources that your department has.

Manage Access Permissions for Calendars and Resources

Change the default settings

Before setting permission for any individuals or groups, you should change the default permission settings for your calendar or resource. Default settings provide baseline permissions to everyone in the NDSU email system.
  1. Go to https://outlook.office.com and log in with your N.D. University System Account and password
  2. Click the Calendar icon in the left Outlook menu
  3. Click the Share Calendar button in the ribbon and select your calendar
  4. Next to the People in my organization line, choose the permissions level you wish to grant everyone in the organization. The most common option is Can view when I'm busy which allows anyone in the organization to see if you are free or busy without sharing any calendar item details
  5. Close the Sharing and permissions dialogue window

Granting permission to your personal calendar

  1. Go to https://outlook.office.com and log in with your N.D. University System Account and password
  2. Click the Calendar icon in the left Outlook menu
  3. Click the Share Calendar option in the ribbon and select your calendar
  4. Enter the group address or individual address of the person you want to set permissions to in the Share with field and select the address
  5. Set the desired permissions that you want to grant access to
  6. Click Share
  7. If you use the Outlook App on your computer, you can verify the permissions by right clicking on your calendar under on the left menu and selecting Permissions or Sharing Permissions

Use NDSU Groups to manage permissions

You can use NDSU affiliation groups to easily manage permissions to your personal calendar and/or resources
  • student@ndsu.edu – Currently enrolled as a student for at least one credit at NDSU. Students from spring semester remain on this list during the summer, even if they are not enrolled for credits during summer.
  • staff@ndsu.edu – Employed as a staff member at NDSU.
  • faculty@ndsu.edu – Employed as faculty member at NDSU.
  • facultystaff@ndsu.edu – Employed as a staff or faculty member at NDSU.
  • employee@ndsu.edu – Employed at NDSU. This includes faculty, staff, and student employees.
  • member@ndsu.edu – Member of the NDSU community. Generally includes all members of the above groups.

Resource Calendar Options

Resources, which can be used for meeting rooms or equipment, are shared calendar items that can be used to schedule times for. The most common use is for the ability to book meeting rooms. They can operate in one of three standard ways:
  • Automatically accepts and declines booking requests. This is the default setting. This allows anyone within the system to book the resource if available, and rejects any request that would result in a double booking. People can view the resource, but only see "Free / Busy" results.
  • Automatically accepts and declines booking requests (with a delegate). This allows anyone within the system to book the resource if available, and rejects any request that would result in a double booking. People can view the resource, but only see "Free / Busy" results. The Delegate can view details regarding the booking.
  • Select delegates to accept and decline booking requests. This allows delegates to add other people with elevated privileges to view more than just a "Free / Busy" result.

Request Calendar Resources

  1. Go to Microsoft 365 Shared Calendar Request
  2. Log in with your Bison Login username and password
  3. Select and fill out the form
  4. You will receive an email at your NDSU email account stating the request has been received
  5. Once processed, you will also receive notification that the resource has been created

Grant permission to resources

  1. Go to https://login.microsoftonline.com and log in with your N.D. University System Account and password
  2. Click your picture in the upper right corner and select Open another mailbox…
  3. Enter the resource email address or resource name
  4. Click Open (this opens the resource account in a new window/tab)
  5. Click the gear icon in the upper right corner
  6. Select Options
  7. Click Settings from the left menu and go to the Scheduling Permissions area (right side of screen)
  8. Click the button for Select users and groups: under These users can schedule automatically if the resource is available
  9. Enter the group address(es) from the list above for the groups you want to give permission to schedule automatically, separate addresses with a semi-colon
  10. Click Save

See Also


Keywords:
office, 365, email 
Doc ID:
96028
Owned by:
NDSU Help Desk in NDSU IT Knowledge Base
Created:
2019-11-20
Updated:
2024-12-05
Sites:
NDSU IT Knowledge Base