How to Share Your Outlook Calendar

Share for work, for personal reasons, or both

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Updated on September 11, 2020

Let your work team, friends, and family members know what's on your schedule. Share the details of your Outlook calendar with them and keep them informed. Calendars can be shared from Outlook on Exchange Server, online using Outlook Online, or with a computer at home.

Instructions in this article apply to Outlook for Microsoft 365, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, Outlook 2007, and Outlook Online.

A calendar sitting on a desk with other office tools. — Rawpixel / Pexels

Share Your Outlook Calendar With (Almost) Anyone

Share your Outlook calendar with anyone by emailing a copy to them. The recipient sees a snapshot of your appointments and scheduled events but does not see updates or changes made to the calendar.

Outlook for Microsoft 365 and Outlook 2019 don't support the sharing of calendars in an email message. Instead, print the calendar as a PDF file and email the PDF.

To email a calendar:

Go to the View Switcher and select Calendar.
In Outlook 2019, 2016, and 2013, go to Home and under Share select E-mail Calendar.
- In Outlook 2010, go to the Home tab and select Email Calendar.
- In Outlook 2007, go to the navigation pane and select Share My Calendar.
In Send a Calendar Via Email, select the Calendar drop-down arrow and choose the calendar you want to share.
Select the Date Range drop-down arrow and choose the date range you want to share. You can also set a custom range or share the entire calendar.
Select the Detail drop-down arrow and choose the amount of detail you wish to share. Options include Full Details, Limited Details, or Availability Only.
Select Show Time Within My Working Hours Only, if desired.

To change your working hours, select the Set working hours link to open the Outlook Options dialog box.
In the Advanced section, select Show to view and apply advanced settings, such as the layout and whether to include attachments.
Select OK to insert the attached calendar into an email message.
In the To text box, type the name of the person to whom you want to send your calendar.
Change the subject and add a message in the body, if desired.
Select Send.

Your recipient can open the calendar attachment in Outlook or another calendar program. The file opens 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

Publish your calendar online with a free Outlook Online account and send anyone a link that will allow them to view your Outlook calendar.

Open your Outlook calendar.
Select Share and choose a calendar.
In Sharing and permissions, enter the recipient's email address.
Select the drop-down arrow next to the recipient's email address, choose what permissions they can have to your calendar, then select Share.
The recipient appears in the sharing list along with their permissions.
Select X to close the window.
Your recipient receives an email inviting them to view your shared calendar.

Publish an Outlook Online Calendar

When you want to give your recipients a choice to view your calendar in a browser or import an ICS link into Outlook, publish the calendar in Outlook Online.

Go to Settings.
Select View all Outlook settings.
Select Calendar > Shared calendars.
In the Publish a Calendar section, select the calendar you want to publish.
Choose what permissions you want the recipient to have.
Select Publish.
To send an HTML link, choose the link and select Copy link. Then, create a new email and paste the link into the message.
To send an ICS link, choose the link and select either Copy link (to paste into an email) or Download (to attach the file to an email).

You can remove online Outlook calendar permissions later by unpublishing the calendar. Select Unpublish then Save.
Select Save when you're done.
Select X to close Settings.

Share Outlook Calendar With Others Inside Your Organization

If you use Microsoft Outlook on Exchange Server, share your Outlook calendar with 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.

Open the calendar, go to the Home tab, and select Share Calendar.
In the To text box, enter the name of the person with whom you want to share the calendar.
In the Subject text box, enter a subject or keep the one that is auto-populated.
Select the Allow recipient to view your calendar check box.
Select the Details drop-down arrow and choose how much information you want to share.
Type any information you want to add in the message body and select Send.
In the confirmation dialog box, select Yes.

Remove Outlook Calendar Permissions

To stop sharing a calendar:

Open your Outlook calendar.
Go to the Home tab and select Calendar Permissions.
To revoke permissions for one person, go to the Permissions tab and select the person's name. Then, in the Permission Level list, select None.
To revoke permissions for everyone, go to the Permissions tab and select Default. Then, in the Permission Level list, select None.
Select OK.

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