Microsoft Outlook has a handy feature that allows you to share your calendar with any person. This can be handy when working collaboratively with others as everyone listed can track your schedule, keeping all tasks organized.
When sharing, you can also select how much access other users get. You can give them full access to your calendar or only basic information.
In this article, we will show you how to share an Outlook calendar, so read on to master this aspect of Outlook.
How to Share Your Outlook Calendar
There are multiple versions of Outlook on different platforms, including:
- The Outlook application in the Microsoft Office Suite
- The web client
- The mobile application of Outlook.
The Outlook share calendar feature is available in all three. Here are ways to share your calendar in Outlook for all major releases:
Why Share Your Outlook Calendar?
Here are a few reasons you may want to share your calendar from Outlook:
- You need to let business partners know your schedule to plan a meeting
- You need to tell your friends and family when your available
- To invite others to events
- To indicate to others when your holidays are to accompany an out-of-office reply
In Short: How to Share an Outlook Calendar
- Click the calendar icon in Outlook
- Navigate to Home > Share
- Select how you’d like to share the Calendar
- Select the details you want to share
- Follow the prompts to share via your chosen method.
How To Share Calendar on Outlook Using the Desktop Application
There are multiple versions of Office on Windows which means that all versions have slight differences when compared with the others. Although the interface might have subtle differences depending on which version you’re using, the steps you need to follow are similar.
For the examples, we are using Outlook in Office 2019.
Here are the steps you need to follow for desktop MS Outlook calendar sharing:
Step 1: Open Outlook for desktop and sign in to your account. This will take you to the main page of Outlook, where you can see your e-mails. There, click on the Calendar icon in the bottom left, which will take you to the calendar page.
Step 2: After editing your calendar (if you need to), click on Home at the top bar and find the Share section in the submenu. Here, you will choose the method you will use to share your calendar.
Step 3: In the Share section, there are multiple methods you can use to share your calendar. However, for this article, we are using the E-mail Calendar. Click on the option to set the calendar details before sending.
Step 4: Clicking the option opens a window that allows you to specify the calendar information you wish to include. From here, click on Date Range. This will enable you to select the time range you want to share with your recipient.
Step 5: You can click on the Detail tab to control how much detail you want to share with your recipient. The options you can choose from are:
- Availability only
- Limited details
- Full details.
Choose whichever option you desire and click on the OK button to confirm your changes. You will see your calendar attached in the compose e-mail window.
Step 6: Write the recipient’s e-mail address in the To… textbox and simply click on Send to send the e-mail.
How to Share the Calendar on Outlook Using the Web Version
Here’s how to give calendar permissions in the Outlook web version:
Step 1: First, go to outlook.live.com and sign in to your account. This will open the Outlook web interface with the Mail tab in focus. Click on the Calendar Icon in the sidebar on the left-hand side of the page.
Step 2: Make any desired changes to the calendar. Then click on the Share button in the top right part of the screen. This will show a smaller window.
Step 3: In this smaller window, you will be prompted to enter the recipient’s e-mail or contact name in the text box.
Step 4: Once you input the recipient’s e-mail, you can choose the user’s calendar permissions in Outlook. You can allow the recipient to either only view the details or to view as well as edit them.
Step 5: Click on Share, and the name should be moved down in the list to represent that the calendar is being shared with that e-mail address. You can add multiple people to this list with varying Outlook calendar sharing permissions as to whether they can edit it or not.
Note: Once a recipient is on the list, you can change their permissions or delete their name from the list by clicking on the Trash icon. This will remove their calendar access in Outlook.
Related Reading: How to Sync Outlook Calendar with iPhone
How to Share Outlook Calendar With Others Using Outlook for Mobile
Although sharing your calendar in Outlook for mobile is possible, the functionality is relatively limited. So, how do you share a calendar in Outlook mobile? You can’t, but here is how to share individual events:
Step 1: In the Outlook mobile application, click on Calendar at the bottom-right to open the calendar. On the calendar screen, click on the blue + icon that will allow you to create a new event.
Step 2: Enter the relevant information and enter the recipient’s e-mail in the People textbox. Once you’re done, click on the Tick sign on the top-right corner of the screen.
Now I’ve shown you how to share my Outlook calendar, you should be able to do it on your devices too.
Related Reading: How to Share a Google Calendar (Step-by-Step)
How to Share a Calendar In Outlook – Frequently Asked Questions
How Do I Give Someone Access to My Calendar in Outlook?
- Go to outlook.live.com and sign in
- After the Outlook web page opens, click on the Calendar icon on the left side
- Make any changes to the calendar you want
- Click on the Share button at the top right of the screen
- Add the contact name in the text box of the smaller window and click on Share
Why Can’t I Share My Outlook Calendar?
A duplicate entry in the Outlook calendar Permissions list for the user’s calendar might be why you can’t share your calendar.
To fix this:
- Right-click the user’s calendar and choose Properties to check for duplicate entries in Outlook
- Select Permissions from the drop-down menu and look for any duplicate entries
- Delete if you see any duplicate entries and restart your outlook client.
How Do I Create a Shared Outlook Calendar for Multiple Users?
Head to the calendar section in your Outlook web client and click on the Share button. You can add as many users you wish to share to the calendar in the text box. You can also edit their permissions as individuals.
How Do I Share My Calendar in Outlook 365?
To share your calendar in Office 365:
- Go to your calendar first and from the Home tab, click on Share Calendar
- A compose e-mail screen should open with the calendar file already attached. Simply type in the name of the recipient and send the e-mail. You can also make sure you have a signature in your email.
Can You Share Outlook Calendar Outside an Organization?
Yes, you can share your calendar with anyone as long as they have access to a version of Outlook. If they can’t access it, you could consider making a Google Sheets Calendar instead.
Sharing a Calendar in Outlook With Others
Sharing your calendar with others can be a great way to let co-workers or friends, and family know your schedule, allowing everyone to be on the same track. This makes it easier to schedule meetings or simply keep track of social plans.
We hope this article helped you share an Outlook calendar and help you increase your productivity, and make your work life much more organized. Don’t forget to check out our other articles.
We have plenty of articles to help you be more productive. But if you want to learn more about Outlook, in particular, check out these articles:
- How to Recall Emails in Outlook
- How to Change Your Signature in Outlook
- How to Add a Signature in Outlook
Chris is a spreadsheet expert and content writer for Productivity Spot and Spreadsheet Point. He has a double Bachelor's Degree in Teaching and has been working in the education industry for over 11 years. His experience makes him adept at breaking down complex topics so that everyone is able to understand.