How to Share Calendar in Outlook (6 Simple Steps)

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 guide you through the process of sharing your calendar with others in Outlook. 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:

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:

A screenshot showing the calendar Icon in Outlook desktop

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.

A screenshot demonstrating the home tab in Outlook for desktop

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.

A screenshot showing the location of the share calendar submenu in Outlook for desktop

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.

A screenshot showing how to specifiy the length of time to share your calendar for

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.

A screenshot showing the options available for calandar sharing in Outlook desktop

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.

A screenshot highlighting the Send button in Outlook

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 are the steps you need to follow to share a calendar in Outlook for the web:

A screenshot showing the calendar tab in the Outlook web app

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.

A screenshot showing the share option location in the Outlook web app

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.

A screenshot showing the sharing and permissions pop up

Step 3: In this smaller window, you will be prompted to enter the recipient’s e-mail or contact name in the text box.

A screenshot showing the types of permissions for Outlook for web

Step 4: Once you input the recipient’s e-mail, you can choose the user’s permissions. 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 permissions as to whether they can edit it or not.

Note: Once a recipient is in the list, you can change their permissions or delete their name from the list by clicking on the Trash icon.

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:

A screenshot showing the calendar in Outlook for mobile

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.

A screenshot showing where to add people to share an event with in Outlook for mobile

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.

Related Reading: How to Share a Google Calendar (Step-by-Step)

How to Share Calendar In Outlook – Frequently Asked Questions

How Do I Give Someone Access to My Calendar in Outlook?

  1. Go to outlook.live.com and sign in
  2. After the Outlook web page opens, click on the Calendar icon on the left side
  3. Make any changes to the calendar you want
  4. Click on the Share button at the top right of the screen
  5. Add the contact name in the text box of the smaller window and click on Share

Why Can’t I Share a Calendar in Outlook?

A duplicate entry in the Permissions list for the user’s calendar might be why you can’t share your calendar.

To fix this:

  1. Right-click the user’s calendar and choose Properties to check for duplicate entries in Outlook
  2. Select Permissions from the drop-down menu and look for any duplicate entries
  3. 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:

  1. Go to your calendar first and from the Home tab, click on Share Calendar
  2. 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.

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 your calendar with others on Outlook 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:

Jake Wright
Jake Wright
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Jake is a spreadsheet expert and content writer from New Zealand. 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.

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