How to Share Outlook Calendar
Note. Our screenshots were captured in Outlook for Office 365. The steps for Exchange Server accounts with Outlook 2021, Outlook 2019,
Outlook 2016, Outlook 2013, and Outlook 2010 are essentially the same, though there may be slight differences in the interface.
Update: Screenshots and steps have been updated in Outlook in 2025.
To share your Outlook Calendar, carry out these steps:
1. Open your Calendar in Outlook.
2. On the Home tab, in the manage calendars group, click 'Share' and select 'Calendar'.
3. Then the 'Sharing and permissions' dialog box shows up.
Here you can see a list of users who currently have access to your calendar. Start typing in the 'Enter an email address or contact name' to send a sharing invitation.
4. Either search for users from your address book and select the name in the list, or type email addresses directly in the box.
Choose the level of access you want to provide from the dropdown menu and then click 'Share'.
A sharing invitation will be sent to the recipient that you've added. Once the user clicks 'Accept',
your calendar will appear in their Outlook under 'Shared Calendars'.
How to add and view shared Calendar in Outlook
When a calendar is shared within the same organisation, it can be added to Outlook with a single click.
Simply open the sharing invitation that your colleague sent to you and click the 'Accept and view calendar' button.
The calendar will appear in your Outlook under shared calendars:
Stop sharing the Outlook calendar
To stop sharing your calendar with a particular user, this is what you need to do:
1. Open the Sharing and permissions dialog window (Home tab > Share Calendar).
2. On the permissions tab, select the user whose access you want to revoke and click the 'Remove' icon.
How to change shared calendar permissions
In a shared Outlook calendar, permissions mean the level of access you wish to provide to other users.
The options are different for users within and outside your organization.
To change the permissions of someone who currently has access to your calendar, do the following.
1. Open the Sharing and permissions dialog window (Home tab > Share Calendar).
2. Select the user and choose the permissions level you want to provide.
3. Click 'OK' to save the changes and close the window.
Permission level definitions
Permission Level
Definitions
Can view when I'm busy
Can only see the times when you are busy
Can view titles and locations
Will see your availability as well as the subject and meeting location
Can view all details
Will see all the information relating to your events, just like you see it
Can edit
Can edit your appointment details
Delegate
Allows acting on your behalf
None
No access to your calendar