AdvisorEngine CRM can be configured to not only show your personal Microsoft Exchange calendar but also shared calendars of those in the same Exchange environment. To see another User’s calendar, both Users must be active CRM Users with User Email Setup completed.

For clarity, the steps below will refer to the person sharing a calendar as the Donor and the person viewing the shared calendar as the Recipient.

Overview of necessary steps to perform:

• Set permissions in Outlook on the Donor’s mailbox so the Recipient has Owner level access.
• Set permissions in Outlook on the Donor’s calendar so the Recipient has Can Edit/Publishing Editor level access (the selection will depend on your Outlook version).
• Add the Donor’s mailbox to the Recipient’s email account configuration.
• Add the Donor’s calendar as an available calendar in AE CRM.

The video below will walk you through the typical process.

Full details of each of these steps follow. Please note that the first two sections have similar steps, but they are not the same. Follow both carefully for proper setup.

Setting Permissions on the Donor’s Mailbox

1. Navigate to the Folders view of Outlook. This can vary based on how your Outlook view is set:
• Click on the word Folders in the navigation list.
• Click on the folder icon in the navigation list.
• Click on the more icon in the navigation list and click Folders.
2. At the top, right-click on your User name (usually your email address) and click Folder Permissions from the menu. The Properties window will open.
3. Click Add to locate the Recipient you want to share your calendar with. (If the Recipient is already listed, skip to step 5).
4. Use the Add Users window to include the Recipient as a shared user:
1. Scroll through your exchange address book or use the search bar to locate the Recipient.
2. Double-click the User’s name to include the User in the Add box.
3. Click OK when finished.
5. Select the Recipient’s User name in the Permissions box.
6. Click the Permission Level drop-down and set the permissions to Owner.
7. Click Apply. If you want to share with more than one Recipient, repeat steps 3-6 for each.
8. Click OK when finished. Proceed to setting permissions for the calendars.

Setting Permissions on the Donor’s Calendar

1. If you are not already there from the steps above, navigate to the Folders view of Outlook.
2. Right-click on the Calendar item under your User name and click Properties from the menu. The Calendar Properties window will open.
3. Click the Permissions tab.
4. Click Add to locate the Recipient you want to share your calendar with. (If the Recipient is already listed, skip to step 5).
5. Use the Add Users window to include the Recipient as a shared user.
1. Scroll through your exchange address book or use the search bar to locate the Recipient.
2. Double-click the User’s name to include the User in the Add box.
3. Click OK when finished.
6. Select the Recipient’s User name in the Permissions box.
7. Click the Permission Level drop-down and set the permissions to Can Edit (In older versions of Outlook this is Publishing Editor).
8. Click Apply. If you want to share with more than one Recipient, repeat steps 3-6 for each.
9. Click OK when finished. Continue in the Recipient’s Outlook.

Adding the Shared Items in the Recipient’s Outlook

1. In the Recipient’s Outlook, open the Account Settings window. This process may vary based on your version of Outlook. For most recent versions:
1. Click File in the upper left of Outlook.
2. Click Account Settings.
3. Click Account Settings from the drop-down.
2. Double-click the Recipient’s User name from the Email Accounts box.
3. Click More Settings in the bottom right.
4. Click the Advanced tab.
5. Click Add in the Mailboxes section.
6. Type all or part of the name of the Donor User name and click OK.
• If no match is found, try changing the search criteria, such as using only part of the name. If you still cannot locate the correct User, you will need to contact your IT.
• If more than one match is found, Outlook will present you with all possible matches and allow you to choose the correct one.
7. Click OK.
8. Click Next in the Change Account window.
9. Click Finish in the Change Account window.
10. Click Close in the Account Settings window. You are now ready to add the shared calendar within AE CRM.

Adding the Shared Calendar in the Recipient’s CRM

Follow the steps found in the article on Adding Your Calendar to AdvisorEngine CRM. The Donor User’s calendar should now appear in the drop-down when adding a new calendar.