How to Share Your Outlook Calendar

Share for work, for personal reasons or both

A calendar sitting on a desk with other office tools.


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.

Instructions in this article apply to Outlook 2016, 2013, 2010, 2007, and Outlook 365.

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.

To email someone your calendar:

  1. Open your Outlook calendar.

    The calendar view in Outlook.
  2. Under Home, in the Share group, select Email Calendar.

    • For Outlook 2007: Select Send Calendar via Email in the navigation pane.
    Selecting the option for Email Calendar in Outlook.
  3. Choose the calendar you want to share in the Calendar drop-down list in the Send a Calendar Via Email dialog box.

    The send a calendar via email dialog in Outlook.
  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.

    Choosing a date range for the calendar to be emailed in Outlook.
  5. Choose the amount of detail you wish to share in the Detail list. 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. Select the Set Working Hours link to change your working hours.

    Looking at work time options for Outlook calendars.
  7. Select Show in the Advanced section 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.

  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.

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

    An open calendar in website.
  2. Select Share at the top right corner.

    Selecting Share for the calendar in
  3. Enter the recipient's email address and select it once Outlook resolves the email address.

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

    Viewing the sharing options for a calendar in
  5. You should now see who you are sharing your calendar out to and their permissions.

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

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

    An email invitation to view a shared calendar.

You can also choose to Publish a calendar in Outlook Online which will also give your recipients a choice to view in a browser or import an ICS link into Outlook.

  1. Select Settings (cogwheel) at the top right side.

    Selecting setting in website.
  2. Scroll to the bottom and select View all Outlook settings.

    Viewing basic settings.
  3. Under Calendar select Shared calendars.

    Viewing advanced settings for the calendar in
  4. Under Publish a Calendar, select the calendar you want to publish.

    Viewing shared calendars settings in
  5. Next, choose what permissions you want the recipient to have and select Publish.

    Choosing the level of permissions to share a calendar in
  6. This will create two different links in HTML and ICS format.

  7. To send an HTML link, select the link and select Copy link. then you can create a new email and paste the link.

    Sharing options for the HTML calendar link in
  8. To send an ICS link, select the link and then select either Copy link (Then paste into an email) or Download (then attach to an email).

    ICS link options for sharing a calendar in

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

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 select Share Calendar in the Share group.

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

    A calendar share email invitation in Outlook.
  3. Enter a subject in the Subject field or keep the one that is auto-populated.

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

  5. Under Details, 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. Select Yes on the confirmation dialog box.

    Confirming the sharing of a calendar in Outlook.

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. Select Calendar Permissions in the Share group.

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

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

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