Shared Calendar Access in Outlook

Overview

To share your calendar in Outlook, use the "Share Calendar" option to grant others specific access, such as viewing or editing. Permissions can be managed from the calendar's properties on desktop or the "Sharing and permissions" menu in Outlook on the web. 

Step by Step Guide

Share your calendar with others

The steps to share your calendar vary slightly depending on your version of Outlook.

New Outlook (Desktop and Web)

1. Navigate to your Calendar.
2. Click Share calendar from the top menu.
3. Enter the name or email of the person you want to share with.
4. Choose the access level from the drop-down menu next to their name. Your options include:
   • Can view when I'm busy: Shows only blocks of time marked as busy.
   • Can view titles and locations: Shows when you are busy, along with the event name and location.
   • Can view all details: Shows all event information.
   • Can edit: Allows the recipient to view, edit, and delete events.
   • Delegate: Grants all "Edit" permissions plus the ability to send and respond to meeting requests on your behalf.
5. Click Share to send an email invitation. 

Classic Outlook (Desktop)

1. Go to your Calendar.
2. In the left pane, right-click on the calendar you want to share and select Sharing Permissions.
3. Click the Add button and search for the person you want to add.
4. Select their name and click OK.
5. With the user selected, choose a Permission Level from the drop-down menu.
6. Click Apply, then OK. The recipient will receive an email to accept the invitation. 

Access a shared calendar

After someone shares their calendar with you, you will receive an email invitation.

1. Open the email invitation and click Accept.
2. The shared calendar will appear in your own calendar view, alongside your personal calendar.
3. To manage the view, you can place multiple calendars side-by-side or use Overlay view to combine them into one. 

Manage shared calendar permissions

You can change or revoke access at any time through the permissions settings. 

New Outlook

1. In your Calendar, click Share calendar.
2. In the sharing window, find the person whose permissions you want to change.
3. Click the drop-down menu next to their name to adjust the access level or click the trash can icon to remove their access entirely. 

Classic Outlook

1. Go to your Calendar.
2. Right-click the calendar in the navigation pane and select Properties.
3. Go to the Permissions tab.
4. Select a name from the list to change their permissions, or click Remove to revoke access. 

Additional Information

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