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How To Create a Shared Calendar in Outlook & Microsoft 365

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How do I create a shared calendar for sharing in Outlook? 

If you would like to create a separate calendar in Exchange you need to use Microsoft Outlook 2007 or later. Other users that want to view your new shared calendar will need to use Microsoft Outlook or the Outlook Web App in Microsoft 365.

Scroll down or click each version to go directly to those instructions.

How to create a shared calendar in Outlook 2013, 2016, 2019

  1. Open Outlook and choose Calendar at the bottom of the navigation screen

  2. From your Calendar folder, on the Home menu, select Share Calendar.

    Share your calendar with another person.

  3. Choose the calendar you want to share from the drop-down menu.

  4. In the Calendar Properties dialog box, click Add.

  5. You can search for people from your address book or type in their email addresses in the Add box. When you’re done adding names in the Add Users dialog box, click OK.

  6. Back in the Calendar Properties dialog box, select the person’s name or email address, then choose the level of details that you want to share with the person, then click OK.

    Choose the permissions for each person.

  7. The person you’ve shared your calendar with will receive a sharing invitation by email.

  8. Once the recipient clicks Accept, they’ll see your shared calendar in their calendar list.

I see a “This calendar can’t be shared” error

If you see a message that says This calendar can’t be shared, there are three possible reasons.

  • The email address is invalid.

  • The email address is a Microsoft 365 Group

  • The email belongs to an external user who isn’t part of your organization.

What permissions people have to your calendar

You can choose from several different permission levels when sharing your calendar.

  • Can view when I’m busy. Those sharing your calendar with this permission level can only see which times you’re available, like this:

    What your calendar looks like to the person you shared it with.

  • Can view titles and locations. Those sharing your calendar with this permission level will see availability and the subject and meeting location, like this:

    What your calendar looks like to a user when you share it with limited details.

  • Can view all details. Those sharing your calendar with this permission level will see all details of your appointments, just like what you see.

Stop sharing your calendar

At any time you can revoke access to your calendar. Note that it may take a while for Microsoft 365 and the user’s Outlook to sync and remove the view to your calendar.

  1. Click Calendar.

  2. Click Home > Calendar Permissions.

  3. On the Permissions tab, click the user’s name and then choose Remove.

  4. Click OK.

Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

Note: Not sure if your server supports WebDAV? Your server administrator or internet service provider (ISP) should be able to tell you.

  1. Click Calendar.

    Calendar command

  2. Click Home > Publish Online > Publish to WebDAV Server.

    Notes: 

    • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.

    • If you’re using Microsoft 365, you can still publish your calendar to a WebDAV server, but you must first remove {Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however. 

  3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then click OK.

Share your calendar in an email

If you don’t want to give someone permissions to share your calendar and see updates, you can email a static copy of your calendar for a specific date range. The recipient will be able to see the events on your calendar at the time you sent the email, but not any updates you make after you send the email.

Note: This feature is no longer available with Outlook for Microsoft 365.  

  1. Click Calendar.

    Calendar command

  2. Click Home > E-mail Calendar.

    On the Home tab, click E-mail Calendar

  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

    In the Calendar and Date Range boxes, pick the options you want

  4. Set any other options you want, and then click OK.

  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

Example of a calendar shared in an email

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.

Fix issues sharing your calendar

If you don’t have the option to share your calendar (it’s greyed out), it’s because the admin/IT support for your business has set a policy to prevent the people from sharing calendars.

Creating a shared calendar in Microsoft 365 – Outlook Web App

  1. Sign into webmail and click Calendar on the blue bar at the top
  2. At the bottom of the page, select Calendar to go to Calendar.
  3. In Calendar, on the toolbar at the top of the page, select Share, and choose the calendar you want to share.
    A screenshot of the Share button
    Note: You can’t share calendars owned by other people.
  4. Enter the name or email address of the person you want to share your calendar with.
  5. Choose how you want the person to use your calendar:
    • Can view when I’m busy lets them see when you’re busy but doesn’t include details like the event location.
    • Can view titles and locations lets them see when you’re busy, as well as the title and location of events.
    • Can view all details lets them see all the details of your events.
    • Can edit lets them edit your calendar.
    • Delegate lets them edit your calendar and share it with others.
  6. Select Share. If you decide not to share your calendar right now, select Remove .

    Notes: 

    • When sharing your calendar with someone who’s not using Outlook on the web, for example, someone using Gmail, they’ll only be able to accept the invitation using a Microsoft 365 or an Outlook.com account.
    • ICS calendars are read-only, so even if you grant edit access to other people, they won’t be able to edit your calendar.
    • How often your ICS calendar syncs depends on the email provider of the person you’ve shared it with.
    • Calendar items marked private are protected. Most people you share your calendar with see only the time of items marked private, not the title, location, or other details. Recurring series marked as private will also show the recurrence pattern.

How to Check the Dark Web for Your Personal Information

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So I got a message from a client yesterday asking how to check the dark web for your personal information. This all started because they had gotten an e-mail from their bank that looked like this.

“Heads up: CreditWise found your personal information somewhere on the dark web.”

Needless to say they were freaked out. And turns out this was a legitimate e-mail.  

What is the Dark Web?

The Dark Web is a collection of websites that exist on an encrypted network but can’t be found by using traditional search engines or visited by using traditional browsers. Almost all sites on the Dark Web hide their identity using the Tor encryption tool.

How do I check the Dark Web?

So you’d like to know how to check the dark web for your personal information, and is that even safe?

First, it’s safe. If you have an e-mail address I can assure you that it’s in multiple places on the internet already.

Secondly, you’re not putting in a password or creating an account to run the check.

The website to use to run the check is https://haveibeenpwned.com. I’ve tested it myself and it shows your results immediately. 

What should I do next?

First, reset the password for your e-mail account, and any other online accounts where you use your e-mail address to log in. 

Second, when you create new passwords you should create strong passwords, and check your bank and credit card accounts for fraudulent activity. You should never share passwords with anyone or leave passwords in a desk drawer or on a sticky note. There are security cameras everywhere these days, so they may be able to read your notes or even watch you type in your username and password. 

Third, enable Two-factor authentication (2FA) on your e-mail account and any other account with financial or personal information. Two-factor authentication is an extra layer of security designed so that you’re the only person who can access your account, even if someone knows your password. With two-factor authentication, your account can only be accessed on devices you trust. When you want to sign in to a new device for the first time, you’ll need to provide two pieces of information—your password and the six-digit verification code that’s automatically displayed on one of your trusted devices, like your phone. By entering the code, you’re verifying that you trust the new device. 

Finally, you should ask any vendors or companies and their associated contractors that you partner with or that work for you if they have endpoint protection on all their computers and have a UTM managed firewall in place. Those groups are storing your data, too.

Contact us if you have more security questions.

Do you wonder if your business could be more productive or better secured? Take a 2 minute IT Self-Assessment.

Interested in a Dark Web Scan for your entire company?

Get a Company-Wide Dark Web Scan

How to Prevent Ransomware

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Do you know the one I.T. question you should be asking?

This question is directed at you. Whether you are an individual trying to secure your digital footprint or an employee /owner working for a business, do you know the one I.T. question you should be asking? We do, and we want you to know it and know how to solve for it. The one I.T. question you should be asking is: How can you prevent ransomware?  In this post, Boost IT shares 5 tips on how to prevent ransomware.

The Current State of Ransomware

Virus.
Malware.
Phishing.
The dark web.
Cyber attack.
Ransomware.

Everywhere you look, I.T. security buzz words appear. LifeLock commercials about identity theft, to the latest computer popup reminder that your antivirus software needs to be upgraded, the theme of “is my information secure?” seems to resurface.

Grey’s Anatomy even dedicated its winter finale to ransomware. Hackers breached the hospital’s practice management and EMR system causing anything connected to the network to shut down; computers, electronic charts, patient monitors, labs, testing equipment, phones. The message read:

“Hello, Grey / Sloan Memorial. Currently, we control your hospital. We own your servers…your systems…your patient’s medical records. To regain access to your medical records, you need an encryption key…which only we have. You will need to pay us exactly 4,932 bitcoin to retrieve the key. Failure to pay this ransom in a timely manner will cause your records to be destroyed and your systems to be rendered inoperable.”

The hospital was given a deadline to pay the ransom. Shonda Rhimes appropriately named Grey’s Anatomy Season 14, Episode 8: Out of Nowhere. Fitting, isn’t it?

It’s easy to believe that hackers come out of nowhere.

But the reality is that hackers are everywhere, growing more sophisticated, hovering in search of weak spots that need to be secured.

While real-life authorities advise not to pay such ransoms, we acknowledge that it is a difficult decision when a life, or one’s livelihood is on the line. Ten to twenty years ago, hospitals and businesses were using paper charts and files. Today, however, nearly everything runs on the network.

Ransomware isn’t limited to TV drama. Attacks happen daily and the FBI reports that they are on the rise.

Most systems that are vulnerable to ransomware lack a layered I.T. security approach.

The city of Atlanta was faced with a similar ransomware scenario when systems were shut down by hackers requesting $51,000. The attack affected systems ranging from law enforcement, to the city water department, municipal courts, and more. The city has worked diligently to restore, but the threat is very real.

According to the FBI, ransomware is the fastest growing malware threat. Since 2016, more than 4,000 ransomware attacks occur daily, targeting individual users to a variety of businesses from hospitals, to schools, government, SMB and private corporations.

FBI on How to Prevent Ransomware

What is ransomware?

Ransomware is a form of malware. Hackers hold your system hostage in exchange for a ransom amount that is to be paid within a certain amount of time. Ransomware can shut down your entire network and bring business to a halt. If the ransom is not paid, your data is deleted. However, if you do pay the ransom, there are no guarantees that your system will be restored without additional malware infections.

How do we solve for ransomware?

The answer is different for an individual versus a business.

For an individual, we recommend signing up for a program called Webroot. Webroot is a cybersecurity and threat intelligence service. Their antivirus software runs on your computer and does a good job of protecting your computer with very little weight to it.

For a business, there are five things that every business needs to address how to prevent ransomware.

5 Tips on How to Prevent Ransomware for Businesses

How to prevent ransomware: 5 tips

1. Secure the Perimeter.
The first layer of prevention is the perimeter. You need a device at the single point of origin where the data comes in the network that protects the entire network, including Wi-Fi. Securing the perimeter is like installing an alarm system at your office – if anything is breached, you have a reaction system in place and receive an alert to act.

2. Secure the Endpoint.
The second layer of protection from ransomware is securing the endpoint. Software should be loaded on each device within the network so that I.T. can monitor, detect and contain harmful activity.

3. Secure the Software.
Third, make sure all applications on machines are updated with the latest version and apply security patches. Securing the software is an important layer because it is designed to update, fix and improve your software by applying patches or bug fixes that improve security, usability and performance.

4. Secure the Team.
While we can create layers of I.T. security to protect the systems that are in place, you also must plan and anticipate user error. Thus, securing your end users and training for ransomware prevention is extremely important.

Ransomware often finds its way into the system via social engineering and/or phishing attempts. An attack may arrive in the form of an innocent email instructing an employee to reset their password, click a link, or open an attachment. Most unassuming victims believe they are resetting a password to increase security.  Instead, they fall victim to a ransomware infection. These traps were created to target end users.

Keep these questions in mind when considering how to prevent ransomware by securing end users:

  • Do users know how to identify phishing?
  • Can users recognize an email that is fake?
  • Are we using complex passwords?
  • Does each user have their own rather than a shared login?
  • Does each user know not to reuse the same password across different platforms?
  • Do employees keep passwords secure and out of sight rather than on a sticky note by the computers?

Therefore, anticipating common mistakes and re-training your team to increase network protection is one of the most important steps in preventing ransomware.

5. Secure the Backup.
If for some reason there is a breach or failure in the first 3 layers, securing the backup means that you have a ransomware-resistant backup & disaster recovery system in place. And don’t forget to discuss your expected recovery time with your IT group ahead of time. If you don’t have a recovery time objective (RTO), watch our video on backup and disaster recovery.

In this ransomware scenario, you would have two options: either delete all of the locked down data and restore it from clean backups, or spin up a clean copy of your entire server. Thus, the goal is to restore the system to a point in time prior to the breach.

Summary: How to prevent ransomware

In summary, when planning on How to prevent ransomware, whether you are an individual or a business, make sure your I.T. security has layers.

  • 1st Layer = Secure the Perimeter.
  • 2nd Layer = Secure the Endpoint.
  • 3rd Layer = Secure the Software.
  • 4th Layer = Secure the Team.
  • 5th Layer = Secure the Backup.

The first four layers are preventative measures. When combined, these security layers significantly reduce the risk that a user’s mistake will result in a breach. The final layer, securing the backup, is the last resort.

To prevent ransomware, begin by planning against the worst-case scenario. As businesses grow more complex and rely more on technology, ransomware is becoming more prevalent. With the proper security layers in place, your I.T. group has multiple opportunities to remain on the offense.

Do you have more questions on preventing ransomware at home or at work? Let us know.

Take a quick Boost IT Cyber Security Self-Assessment for businesses to reduce your security risks.

How to Create a Strong Password

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Follow these 4 tips to secure your online accounts

Knowing how to create a strong password can help prevent fraud and unauthorized access to your personal and financial information. But what is a strong password? Check out the tips below. 

1. Create Long, Complex Passwords

Shorter passwords may be easier to remember, but they usually aren’t as secure as longer ones.

  • create passwords that are at least 12 to 14 characters
  • avoid using full words
  • include a combination of unrelated, upper and lowercase letters, with numbers and special characters

2. Make Passwords Memorable—Only to You

While a secure password is usually difficult to memorize, it’s possible to make it strong and easy to remember. For example, write a sentence that’s personal to you and use the first letter of each word—along with any numbers and special characters—to create your own memorable password. Example: “I have 2 sons and 1 daughter. Their names are John, Steven and Abby.” becomes “Ih2s&1d.tnaJS&A.” This is easier to remember than picking random letters and numbers, and it’s usually more secure than using the names. 

3. Don’t Reuse Passwords

Once you create a strong password, it might be tempting reuse it for all your accounts. If you do, it’s like giving thieves the keys to your house. If hackers get your password from another account, you could end up giving them access to your bank account or other personal information. Research has shown that hackers who find previous passwords have a much easier time deciphering new passwords. It’s best to create passwords for financial accounts that are very different from anything you use for email or social media. And don’t use your your e-mail password anywhere else.

Note: When people are required to change their password frequently, they often choose weaker passwords or just change an old password slightly. Hackers know this, so if your system requires regular password updates, try to choose something totally new—and strong—when you need to change.

4. Use Technology to Help You

If you’re not a password expert—and few of us are—it might be a good idea to use a password manager. A handful of them can help you create stronger passwords, store them and even tell you how strong or weak your passwords are. Some of the best password managers are listed and compared in our post on How to Check the Dark Web to Protect Against Identity Theft.

Another way to help keep your information safe is using two-factor authentication, which we also discuss in the Dark Web post above. 2FA adds another level of security by requiring a different piece of information in addition to your password. These secondary factors could be a security question, a code sent to your phone or even your fingerprint. And when you’re setting up security questions, don’t choose an answer that can easily be found, like your mother’s maiden name. It’s usually best to format these answers like strong passwords.

Make sure you have great endpoint protection on all computers and if you’re a business, a UTM managed firewall installed.

Contact us if you have more security questions.

Do you want to know how secure your business is? Take a 2 minute Cyber Security Self-Assessment.

Interested in a full IT Assessment where you get real-time reports showing your IT & security strengths, weaknesses and opportunities? Here’s our IT Assessment Checklist.

Turn On Do Not Disturb in Mac OS X

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So I was in a video screenshare meeting yesterday and the person I met with needed to know how to Turn On Do Not Disturb in Mac OS X.

Ever get those annoying notifications on your Mac while you’re in a public place, presentation, screenshare, or video meeting? Me too, but it’s easy to turn them off for the day.

Here’s a REALLY quick way to turn on Do Not Disturb in Mac OS X in three clicks straight from the desktop.

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