Oregon State University

Publishing Exchange Calendars

Network Engineering has enabled a new feature on the Exchange? servers that gives individuals the ability to publish their calendar online. By following the process below you can enable this feature for your Exchange calendar and allow people to see your current appointments via the web. This can be useful if you have a need for individuals on campus, off campus, or even people outside of the university to view your calendar. Before sharing your calendar in this manner, especially if you opt to display full details of the appointments, it is a good idea to verify you will not be sharing sensitive personal information or other confidential information.

How To Publish Your Calendar

Using Outlook (Windows only)

  1. Open Outlook and click the Calendar tabcalendar tab in Outlook

  2. With the Home tab (#1) displaying, click Publish Online (#2)home and publish calendar online location

  3. Under Publish Online, click Publish This Calendarpublishing this calendar link

  4. Once you click on Publish This Calendar, a prompt will pop up asking you to log into the Outlook Web Application (OWA). Once you log in there, the following window will appear:publishing settings window

  5. Under Publishing Detail, select how much information you want to share:
    - Availability Only: Shares only free/busy information
    - Limited Details: Shows the subject of meetings
    - Full Details: Shows all information
  6. Under Publish my calendar, select the length of time to publish for how far back in the past and how far in the future.
  7. Under Access level, we recommend you choose Restricted. This prevents people on the Internet searching for your calendar and only those people who know the URL link will have access.
  8. Once you verify that the settings are the way you’d like them, click the Start Publishing option in the bottom right hand corner of the dialog window and your calendar will be published.
  9. At this point, if you selected Public for the Access level to can send the generated link to anyone you wish to view your calendar.

 

Using OWA (Mac users and from off campus)

If you are using a Mac or need to set up publishing at home, you will need to use the Outlook Web Application.

  1. Log in to exmail.oregonstate.edu/owa
  2. Once you are logged in, click the Calendar tabcalendar tab in OWA

  3. Right click on the calendar you want to publish and choose Share then Publish This Calendar to Internetpublishing calendar in OWA

  4. The following dialog window will pop up:publishing settings window OWA

  5. Under Publishing Detail, select how much information you want to share:
    - Availability Only: Shares only free/busy information
    - Limited Details: Shows the subject of the appointment
    - Full Details: Shows all appointment information
  6. Under Publish my calendar, select the amount of the calendar you would like to display using the before and after today dropdown options.
  7. Under Access level, select either Restricted or Public. The recommended option is Restricted (this prevents the calendar from being searchable on the internet and only individuals who have been provided a link to the calendar will be able to access it.
  8. Once you verify that the settings are the way you’d like them, click Start Publishing and your calendar will be published.
  9. At this point, if you selected Restricted for the Access level to can send the generated link in the 'Link for viewing calendar in a Web browser' section to anyone you wish to view your calendar. If you selected Public you can send the generated link in the 'Link for viewing calendar in a Web browser' section to anyone you wish to view your calendar or they can do a search for it on the web.

How To Stop Publishing Your Calendar

Using Outlook (Windows only)

 

If you are using Outlook on a Windows based computer follow these steps to stop publishing your calendar:

  1. Right click on the calendar, scroll over Share, then select Configure This Published Calendar
  2. Once you click on Publish This Calendar, a prompt will pop up asking you to log into the Outlook Web Application (OWA). Once you log in there, the following window will appear:

  3. Select the Stop Publishing button in the lower right hand corner of the window then select Save to implement the change.
  4. After these changes are made the previously generated links for accessing the calendar online will no longer be valid.

 

Using OWA (Mac users and from off campus)

If you are using a Mac or need to disable publishing at home, you will need to use the Outlook Web Application.

  1. Log in to exmail.oregonstate.edu/owa
  2. Once you are logged in, click the Calendar tabcalendar tab in OWA

  3. Right click on the calendar you want to stop publishing and choose Share then Change Publishing Settingspublishing calendar in OWA

  4. The following dialog window will pop up:publishing settings window OWA

  5. Select the Stop Publishing option at the bottom of the dialog box then click on Save to implement the change.

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