How to Share a Calendar in Microsoft Outlook

If you manage a team, coordinate schedules with an assistant, or simply want your spouse to know when you have late meetings, constantly emailing your availability is inefficient. Microsoft Outlook solves this by allowing you to share your primary calendar directly with other people.

When you share a calendar, the recipient receives an invitation. Once accepted, your calendar appears side-by-side with theirs in their Outlook app. Crucially, Outlook provides highly granular permission settings. You can allow a coworker to see only that you are “Busy” at 2 PM, while allowing your assistant to see the exact location of the meeting and even edit the event details.

How to Share Your Calendar (Windows Desktop App)

This is the most common method for corporate users operating within a Microsoft 365 Exchange environment.

1. Open the Microsoft Outlook application.
2. Look at the navigation bar (usually on the far left or bottom left) and click the Calendar icon.
3. In the ribbon menu at the very top of the screen, ensure you are on the “Home” tab. Click the button labeled Share Calendar.
4. If you have multiple calendars, a dropdown menu will appear. Select the specific calendar you want to share (usually named “Calendar”).
5. The “Calendar Properties” dialog box will open to the Permissions tab. Click the Add… button.
6. Your company’s Global Address List (directory) will pop up. Search for the name or email address of the person you want to share with, double-click their name so it appears at the bottom, and click OK.

Setting the Correct Permissions

Once you add the person, they will appear in the permissions list. You must now define exactly what they can see.

1. Click on their name in the list so it is highlighted.
2. Look below their name at the Permissions section. Click the dropdown menu.
3. Select the appropriate level of access:
   • Can view when I’m busy: The safest option. They see blocked time slots, but no titles or details.
   • Can view titles and locations: Good for close teammates.
   • Can view all details: They see everything, including meeting notes.
   • Can edit: They can add, change, or delete events on your behalf (ideal for an executive assistant).
4. Click Apply, then click OK.

Outlook will automatically send an email to that person with an “Accept” button to add your calendar to their view.

How to Share Your Calendar (Outlook on the Web)

If you use the web browser version of Outlook (Outlook.com), the interface is slightly more streamlined.

1. Log into Outlook on the web and click the Calendar icon on the left sidebar.
2. Look at the top right of the screen (above the days of the week) and click Share.
3. A “Sharing and permissions” window will pop up.
4. In the text box, type the email address of the person you want to share with.
5. A dropdown menu will appear next to their name. Select the permission level (e.g., “Can view all details” or “Can edit”).
6. Click the blue Share button.

How to Stop Sharing Your Calendar

If a coworker transfers to a different department or an assistant leaves the company, you should revoke their access immediately.

1. In the Desktop app, right-click on your calendar in the left sidebar and select Sharing Permissions.
2. In the list of names, click on the person you want to remove.
3. Click the Remove button.
4. Click Apply and OK.

The connection is severed instantly. Your calendar will disappear from their Outlook application the next time it syncs.