How to Share Your Outlook Calendar

Share for work, for personal reasons or both

Share Outlook Calendar

 Tricia Goss

Did you know you can share the details of your calendar with your team, your assistant or even your family members using Microsoft Outlook? Similar steps apply whether using Outlook on Exchange Server, online via Office 365 or with a computer at home; they're all very simple to follow.

Share Your Outlook Calendar With (Almost) Anyone

You can easily share your current Outlook calendar with anyone inside or outside of an organization by emailing a copy to them. While this does provide a snapshot of all your appointments and scheduled events, the downside is that it will not be updated if you make any changes.

This feature is not currently supported on Outlook for Mac.

To email someone your calendar:

  1. Open your Outlook calendar.

  2. Click Email Calendar in the Share section of the Home tab in Outlook for Office 365, Outlook 2016, Outlook 2013 or Outlook 2010. If you are using Outlook 2007, click Send Calendar via Email in the navigation pane.

  3. Choose the calendar you want to share in the Calendar drop-down list in the Send a Calendar Via Email dialog box.

  4. Select the date range you want to share in the Date Range list. You can also set a custom range or share the entire calendar.

  5. Choose the amount of detail you wish to share in the Detail list. Options include Full Details, Limited Details or Availability Only.

    Share Outlook Calendar via Email
  6. Select the Show Time Within My Working Hours Only check box if desired. Click the Set Working Hours link to change your working hours.

  7. Click Show in the Advanced section to view and apply advanced settings, such as the layout and whether to include attachments.

  8. Click OK.

  9. Type the name of the person you want to send your calendar in the To field.

  10. Change the subject and add a message in the body, if desired.

  11. Click Send.

Your recipient can open the calendar attachment in Outlook or other calendar programs. The file will open as a new calendar, which can be viewed alongside the recipient’s existing calendar. In addition, your recipient can drag calendar items to and from the received calendar.

Create A Shared Calendar In Outlook Online

You can publish your calendar online with a free Outlook Online account. With this option, you can send anyone a link that will allow them to view your Outlook calendar. Follow these steps:

  1. Open your Outlook calendar.

  2. Click Publish Online in the Share section of the Home tab. If you are using Outlook 2007, you will find Publish My Calendar in the left navigation pane. Your default web browser will open. Log in to your Microsoft account if prompted. If you do not have one, you can create one at this point.

    Publish Outlook Calendar Online
  3. Select the calendar you want to share in the Calendar Publishing section.

  4. Click Create under Show Availability Only in the Permissions section if you want to publish a calendar that only displays your available dates and times.

  5. Click Create under Show Availability, Times and Locations in the Permissions section to share this information on your calendar.

  6. Click Save if prompted.

An HTML link and an ICS link will appear. Share the HTML link to a recipient to show when you are busy or available. Send the ICS link if you want the recipient to subscribe to your calendar.

You can remove online Outlook calendar permissions later by unpublishing the calendar. Click Publish Online from your calendar and then click Remove in the Permissions section.

Share Outlook Calendar With Others Inside Your Organization

If you have a Microsoft Outlook on Exchange Server, you can share your Outlook calendar with specific people in your organization. (Most home and personal accounts do not use Microsoft Exchange.) You can add and remove permissions in Outlook for Windows or Mac on Exchange Server. Just follow these steps:

  1. Open the calendar and click Share My Calendar in the navigation pane.

  2. Type the name of the person with whom you want to share the calendar in the To field.

  3. Enter a subject in the Subject field.

  4. Select the Allow Recipient to View Your Calendar check box.

  5. Type any information you want to add in the message body and click Send.

  6. Click OK on the confirmation dialog box.

The Official Way To Remove Outlook Calendar Permissions

If you ever want to stop sharing your calendar, you can do so at any time.

  1. Open your Outlook calendar.

  2. Right-click the calendar folder for which you want to change permissions in the navigation pane.

  3. To revoke permissions for one person, click the person’s name in the Name box on the Permissions tab and then select None in the Permission Level list.

  4. To revoke permissions for everyone, click Default in the Name box on the Permissions tab and then select None in the Permission Level list.