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Share an Outlook calendar with other people

Tomasz Kasprzyk
  • Updated

 

 

Share an Outlook calendar with other people

Here's how to stay connected

See everything Outlook has to offer.

If you have an Exchange, Microsoft 365, or Outlook.com account, you can send a sharing invitation to other users so they can view your calendar in their own Calendar list.

Calendar sharing isn't limited to the defaultCalendarfolder that is created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it with your co-workers. Optionally, you can grant them permission to modify the events and appointments in the calendar.

Newer versionsOffice 2010Office 2007

Share your Microsoft 365 or Outlook.com calendar with people inside or outside your organization

  1. From yourCalendarfolder, on theHomemenu, selectShare Calendar.

    Share your calendar with another person.

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

  3. In theCalendar Propertiesdialog box, clickAdd.

  4. 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 theAdd Usersdialog box, clickOK.

  5. 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 clickOK.

    Choose the permissions for each person.

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

  7. Once the recipient clicksAccept, 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 saysThis calendar can't be shared, there are three possible reasons.

  • The email address is invalid.

  • The email address is an 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. ClickCalendar.

  2. ClickHome>Calendar Permissions.

  3. On thePermissionstab, click the user's name and then chooseRemove.

  4. ClickOK.

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. ClickCalendar.

    Calendar command

  2. ClickHome>Publish Online>Publish to WebDAV Server.

    Notes: 

    • If your email account uses Exchange, you will seePublish 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 clickStart 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 theLocationbox, enter the location of the WebDAV server, select any other publishing options you want, and then clickOK.

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. ClickCalendar.

    Calendar command

  2. ClickHome>E-mail Calendar.

    On the Home tab, click E-mail Calendar

  3. In theCalendarandDate Rangeboxes, pick the calendar and time period you want to share. For example, chooseTodayonly or for theNext 7 days.

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

  4. Set any other options you want, and then clickOK.

  5. In the new email that opens, add who you want the message to go to in theTofield, add a message if you want, and clickSend.

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.

See also

Sharing your calendar in Outlook Web App

 

 

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