How to Create Calendar Permissions in Office 365 to Remove Student Visibility

Introduction

This document explains how to set up your calendar so that current faculty and staff will have the ability to do a busy search, but students will not be able to view your availability.

Steps

1. Open Outlook client.
2. Go to the Calendar.
3. Click on “Calendar Permissions” in the Home ribbon.
   • The defaults will allow all people authenticated on the University domain to see if you are available if they do a busy search on your calendar. They will not be able to see any details of your appointments.
4. Click on the “Default” user, and then set the Permission Level to “None”.
5. Click “Yes” on the pop-up window warning that this change will affect all users. Then click on “Apply”.
6. Click on “Add”, and then search for the term “Role”.
7. Select the roles you want to have access to see your calendar, and then click “OK”.
   • To remove the ability for students to view your availability, select the following.
     • BAFE, BAFF, CEMP, CFAC, EAFF, KNOW, REMP, RFAC
8. In the Calendar Properties window, highlight the roles you just added, and then change the Permission Level to the “Free/Busy time” setting and click “Apply”.
   • When doing a busy search, individuals with the roles you elevated will see a blue box during times your calendar is marked as "Busy". Individuals without those roles will see a grayed out row.