How to Share Calendars in the Exchange Mail System

You can share the calendars of your Exchange mailbox with other users of the central Exchange e-mail system of the University of Mannheim.

Please note:
It is not possible to share the calendar with persons and/or e-mail addresses outside the Exchange e-mail system of the university! This also applies to persons whose accounts have not yet been migrated to the central Exchange server.

How can I share my calendar with others?

These instructions are universal and can be used for all devices (PC, Mac, iPhone, etc), since the instructions refer to the Outlook web client in your browser. 
Please proceed as follows: 

Step 1: Open your webbrowser (Firefox/Chrome/etc.) and go to https://exchange.uni-mannheim.de.

Step 2: Please go to exchange.uni-mannheim.de and login with your Uni-ID and the corresponding password:

Step 3: Click on the menu in the upper left corner and then on “calendar”:

Step 4: Click with the right mouse button on the desired calendar in the left column and select “Calendar properties”:

Step 5: In the menu that opens, you can search for users of the Exchange mail system. Enter the name in the “Add user” field and select the relevant person. If you cannot find the right person right away, click on “Search directory”:

Step 6: You can also add several persons at once, if you enter name after name in the “Add user” field and click on these names to add them:

Step 7: If you have selected the relevant person, please select the level of details you want to share with this person. You can choose from several levels of details:

  1. If you share your own primary calendar, you can assign the following authorizations (your primary calendar is called “calendar”):
    • Availability only: The person only sees the time slots and no information on the meetings*.
    • Limited details: The person sees the time slots, location and title of the meetings*.
    • Full details: The person is able to see the full details of your meetings*.
    • Contact: The person sees all details*, can edit your meetings and create new meetings.
    • Deputies: The person sees all details*, can edit your meetings, create new meetings, send and accept invitations on behalf of you (this is only possible for members of the Exchange server of the university).
  2. If you share a secondary calendar (one that has been created by you), you can assign the following authorizations:
    • Full details: The person is able to see the full details of your meetings*:
    • Contact: The person sees all details*, can edit your meetings and create new meetings.

* except for meetings marked as “private”. Only you can see these meetings.

Step 8: Then click the “Send” button. The persons you selected will now receive an invitation. 

Step 9: Ask the relevant person to go to https://exchange.uni-mannheim.de and login with their own Uni-ID and the corresponding password and to accept the invitation to view your calendar.

How can I edit or delete the authorization to view my calendar?

You can edit or delete the authorization to view your calendar. Please proceed as follows: 

Step 1: Open your webbrowser (Firefox/Chrome/etc.) and go to https://exchange.uni-mannheim.de

Step 2: Please go to exchange.uni-mannheim.de and login with your Uni-ID and the corresponding password:

Step 3: Click on the menu in the upper left corner and then on “calendar”:

Step 4: Go to the left column and click with the right mouse button on the calendar you want to edit. Then select “Permissions....”:

Step 5: In the menu that opens, you can see all persons permitted to view this calendar. You can update or delete these authorizations. After you have made your changes, click the “Save” button: