Share your free/busy schedule in Google or Exchange calendar

Allowing others to view your free/busy time can help others to schedule meetings. If you need to view someone's free/busy schedule, note that

  • UD has two calendar systems: Microsoft Exchange and Google workspace. When scheduling meetings, you should view the free/busy time in the account type the other person uses. For example, if you are trying to schedule a meeting with Jane Doe who keeps her calendar in Google, you should view her free/busy time from Google calendar.

  • Only UD Microsoft Exchange users can see free/busy time for other Exchange users.

  • Exchange users can see free/busy time for a Google by using Google Calendars.

  • If you use Google calendar, use these steps to allow others to see your free/busy schedule. If you use Microsoft Exchange with Outlook, use these steps to allow others to see your free/busy schedule. 

Google Calendar: Manage free/busy settings

Use the following steps to allow anyone at the University of Delaware to see your free/busy schedule on Google calendar.

  1. Open your Google calendar in a web browser.

  2. Select the gear icon in the upper right corner, and select Settings. 

The Google wheel (settings) icon is indicated.

  1. On the left-hand menu, scroll down to Settings for my calendars, and select Calendar settings for your individual calendar.

choosing "calendar settings" from the "Settings for my calendars" is indicated

  1. On the main page, scroll down to Access permissions for events, and check the box next to Make available for University of Delaware. 

  2. Once that is checked, select See only free/busy (hide details) from the drop-down menu on the right.

"Make available for University of Delaware" checkbox is indicated.

  1. Exit the settings. Others at the University of Delaware can now review your free/busy schedule.

 

Exchange Calendar: Manage free/busy settings

By default, Exchange calendars are set to show Free/Busy availability to anyone at UD. If you previously changed the default settings, or if others cannot see your free/busy schedule, use these steps to allow others at the University of Delaware to see your free/busy information.

  1. From desktop or web-based Outlook, navigate to your individual Exchange calendar. 

  2. From Outlook in Windows, select Calendar Permissions from the toolbar. 

"Calendar Permissions" from the Outlook toolbar is indicated.

From web-based Outlook or Outlook on a Mac, click the three dots to the right of your calendar, and choose Sharing and permissions (web-based) or Sharing Permission (mac).

The three dots and "Sharing and permissions" from the drop-down menu are indicated.

  1. In Outlook for Windows, in the dialog box, ensure that on the Permissions tab, verify the Default permission is set to Free/Busy time. If not, select the Default, and use the Permission Level drop down menu to select Free/Busy time.  Then click OK.

Desktop Outlook: the "Default" permission has been set to "Free/Busin time"

If you are using Outlook on a Mac, in the dialog box, make sure My Organization is set to Can view when I'm busy, and click Done.

The mac dialogue box with the option set to My Organization can view when I'm busy is set.

If you are using web-based Outlook, set People in my organization to Can view when I'm busy, and close the window.

The "Can view when I'm busy" information has been set in web-based Outlook.

  1. Those who use Microsoft Exchange at the University of Delaware can now review your free/busy schedule.

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