How to Share Outlook Calendar

Sharing your Outlook calendar with other people is the best way to inform them of your schedule. However, there can be restrictions regarding calendar sharing depending on the kind of account you’re using. There are primarily two ways you can share your calendar: via the Outlook desktop app or the web app.

  • If you’re using a Microsoft 365 email, you can easily share your calendar within your organization. However, to be able to share it with people outside your company (e.g., clients, suppliers, family), your administrator needs to change your security and privacy settings. You may contact your administrator for help regarding this.
  • On the contrary, if you’re using an outlook.com email, you can freely share your calendar with anyone. This includes people using outlook.com accounts, gmail, or even custom accounts.

Sharing Your Outlook Calendar on the Desktop App

  1. Open Outlook on your desktop and click the calendar icon in the lower-left portion of the window.

    Calendar Icon in Outlook Desktop App
    Click the calendar icon.
  2. Click Share Calendar in the “Manage Calendars” section.

    Share Calendar Button in Manage Calendars
    Select the Share Calendar button.
  3. Choose which calendar you want to share. If you only have one calendar, select Calendar from the list.

    Calendar List Under Share Calendar
    Choose your calendar.
  4. Click Add under the “Permissions” tab.

    Add Button in Calendar Properties Dialog Box
    Click the Add button.
  5. Type the name of the user you want to share your calendar with. Then, press the right arrow.

    Text Box for Name and Email in Add Users Dialog Box
    Enter the name of the user, then hit the right arrow.
  6. Once the user pops up, click Add. Then, press OK.

    Add and OK Buttons in Add Users Dialog Box
    Hit the Add button, then hit OK.
  7. Choose the desired level of permission you want to give to the user. You have three options:
    • Can view when I’m busy means the user can see that you have an appointment on a specific date and time but the other details are not shown.
    • Can view titles and locations means the user can see the titles and locations of your appointments.
    • Can view all details means the user can see all the information about your appointment.

      List of Permissions
      Choose the permission you want to grant to the user.
  8. Click Apply, then OK. The user will receive an email notifying them that you shared your calendar.
    Apply and OK Buttons in Calendar Properties Dialog Box
    Click the Apply button, then hit OK.

    Email Notification About Shared Calendar in Outlook Desktop App
    User receives an email about the shared calendar.

Opening a Shared Calendar on the Desktop App

  1. Open your desktop app and click on the email with the subject “You’re invited to share this calendar.”

    Email About Shared Calendar in Outlook Desktop App
    Open the email about the shared calendar.
  2. Click Accept and view at the bottom of the email. This will open outlook.com in your web browser.
    Accept and View Button in Email
    Click the Accept and view button.

    Add Calendar Dialog Box in Outlook Web App
    An “Add calendar” dialog box opens in the browser.
  3. Scroll down to the bottom of the dialog box and click Import. Then, close the “Add calendar” dialog box.
    Import Bitton in Add Calendar Dialog Box
    Click the Import button.

    X Button in Add Calendar Dialog Box
    Close the dialog box.
  4. Open your desktop app again. Then, click the calendar icon at the bottom left of the window.

    Calendar Icon in Outlook Desktop
    Click the calendar icon.
  5. Go to “Other Calendars” and choose the name of the user who sent you the calendar. The shared calendar will then open next to your calendar.
    Other Calendars Checkbox
    Tick the name under “Other Calendars.”

    Calendar View in Outlook Desktop App
    The shared calendar is displayed next to your calendar.

Sharing Your Outlook Calendar on the Web App

  1. Sign in to outlook.com and select the calendar icon on the left sidebar.

    Calendar Icon in Outlook Web App
    Click the calendar icon.
  2. Click Share on the right-hand side of the window.

    Share Button in Calendar Tab
    Click the Share button.
  3. Type the email address or contact name of the user you want to share your calendar with.

    Text Box for Name and Email in Sharing and Permissions Window
    Write the name or email address in the text box.
  4. Click the drop-down menu to show all the permissions.

    Drop-Down Menu for Permissions
    Click the drop-down menu for permissions.
  5. Choose one of the permission options.

    All Permission Types for Sharing Calendar
    Select one permission type from the list.
  6. Once done, click Share. The user will then receive an email that you’ve shared your calendar with them.
    Share Button in Sharing and Permissions Window
    Click the Share button.

    Email Notification About Shared Calendar
    User receives an email notification about the shared calendar.

Opening a Shared Calendar on the Outlook Web App

  1. Sign in to outlook.com and open the email with the subject “You’re invited to share this calendar.”

    Email About Shared Calendar
    Click the email about the shared calendar.
  2. Click Accept at the bottom of the email.

    Accept Button in Email
    Click the Accept button.
  3. Click View calendar to open the shared calendar.
    View Calendar Button in Email
    Hit the View calendar button.

    Shared Calendar in a New Tab
    Shared calendar opens in a new tab.

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