How to Share Your Outlook Calendar

Share for work, for personal reasons, or both

A calendar sitting on a desk with other office tools.

 Rawpixel/Pexels

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 via Outlook Online, or with a computer at home.

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

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 any updates or changes made to the calendar.

Outlook 2019 and Outlook for Office 365 do not support sharing calendars in an email message. Instead, print the calendar as a PDF file and email the PDF.

To email a calendar:

  1. Go to the View Switcher and select Calendar.

    The calendar view in Outlook.
  2. In Outlook 2016, and 2013, go to the Home tab and select Share 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.

    Selecting the option for Email Calendar in Outlook.
  3. In the Send a Calendar Via Email dialog box, select the Calendar dropdown arrow and choose the calendar you want to share.

    The send a calendar via email dialog in Outlook.
  4. Select the Date Range dropdown arrow and choose the date range you want to share. You can also set a custom range or share the entire calendar.

    Choosing a date range for the calendar to be emailed in Outlook.
  5. Select the Detail dropdown arrow and choose the amount of detail you wish to share. Options include Full Details, Limited Details, or Availability Only.

    Selecting options for how much detail to share in an Outlook calendar.
  6. Select the Show Time Within My Working Hours Only check box, if desired.

    To change your working hours, select the Set working hours link to open the Outlook Options dialog box.

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

    Showing advanced options for sending a calendar via email in Outlook.
  8. Select OK to open an email message with the calendar attached.

  9. In the To text box, type the name of the person you want to send your calendar.

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

    The calendar is ready to send via email in Outlook.
  11. 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.

  1. Open your Outlook calendar.

    An open calendar in Outlook.com website.
  2. Select Share and choose a calendar.

    Selecting Share for the calendar in Outlook.com.
  3. In the Sharing and permissions dialog box, enter the recipient's email address.

    Entering in an email address to share your Outlook.com calendar.
  4. Select the dropdown next to the recipient's email address, choose what permissions they can have to your calendar, then select Share.

    Viewing the sharing options for a calendar in Outlook.com.
  5. The recipient appears in the sharing list along with their permissions.

    Displaying the email addresses that the calendar in Outlook.com is being shared to.
  6. Select the X to close the window.

  7. Your recipient receives an email inviting them to view your shared calendar.

    An email invitation to view a shared Outlook.com 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.

  1. Go to Settings.

    Selecting setting in Outlook.com website.
  2. Select View all Outlook settings.

    Viewing basic Outlook.com settings.
  3. Select Calendar > Shared calendars.

    Viewing advanced settings for the calendar in Outlook.com.
  4. In the Publish a Calendar section, select the calendar you want to publish.

    Viewing shared calendars settings in Outlook.com.
  5. Choose what permissions you want the recipient to have, then select Publish.

    Choosing the level of permissions to share a calendar in Outlook.com.
  6. To send an HTML link, choose the link and select Copy link. Then, create a new email and paste the link into the message.

    Sharing options for the HTML calendar link in Outlook.com.
  7. 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).

    ICS link options for sharing a calendar in Outlook.com.

    You can remove online Outlook calendar permissions later by unpublishing the calendar. Select Unpublish then Save.

  8. Close the Settings dialog box when you're done.

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.

  1. Open the calendar, go to the Home tab, and select Share Calendar.

    Selecting the Share calendar option in Outlook.
  2. In the To text box, enter the name of the person with whom you want to share the calendar.

    A calendar share email invitation in Outlook.
  3. In the Subject text box, enter a subject or keep the one that is auto-populated.

  4. Select the Allow recipient to view your calendar check box.

  5. Select the Details dropdown arrow and choose how much information you want to share.

    Selecting the permissions for sharing a calendar in Outlook.
  6. Type any information you want to add in the message body and select Send.

    Entering in a message to go with the calendar sharing invitation in Outlook.
  7. In the confirmation dialog box, select Yes.

    Confirming the sharing of a calendar in Outlook.

Remove Outlook Calendar Permissions

To stop sharing a calendar:

  1. Open your Outlook calendar.

  2. Go to the Home tab and select Calendar Permissions.

    Selecting calendar permissions in Outlook.
  3. 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.

    Displaying the calendar properties in Outlook.
  4. To revoke permissions for everyone, go to the Permissions tab and select Default. Then, in the Permission Level list, select None.

    Selecting to remove permissions to an Outlook calendar.
  5. Select OK.