Share calendar in Outlook

Share calendar in Outlook


Share your Microsoft 365 or Outlook.com calendar with people inside or outside your organization

  1. From your Calendar folder, on the Home tab, select Share Calendar.

  2. From the drop-down menu, choose the calendar you want to share.

  3. In the Calendar Properties dialog box, select Add.

  4. You can search for people from your address book or type in their email addresses in the Add box. When you're done adding names in the Add Users dialog box, select OK.

  5. Back in the Calendar Properties dialog box, select the person's name or email address, then choose the level of details that you want to share with the person, then select OK.

  6. The person you've shared your calendar with will receive a sharing invitation by email.

  7. Once the recipient selects Accept, they'll see your shared calendar in their calendar list.

I see a "This calendar can't be shared" error

If you see a message that says This calendar can't be shared, there are three possible reasons:

  • The email address is invalid.

  • The email address is a Microsoft 365 Group

  • The email address belongs to an external user who isn't part of your organization.

What permissions other people can have to your calendar

When sharing your calendar, you can choose from several different permission levels:

  • Can view when I'm busy. Those sharing your calendar with this permission level can only see which times you're available.

  • Can view titles and locations. Those sharing your calendar with this permission level will see availability and the subject and meeting location.

  • Can view all details. Those sharing your calendar with this permission level will see all details of your appointments, just like what you see.

Stop sharing your calendar

At any time you can revoke access to your calendar.

Note: It may take a while for Microsoft 365 and the user's Outlook to sync and remove the view to your calendar

  1. Select Calendar.

  2. On the ribbon, select the Folder tab, then select Calendar Properties.

  3. Select the Permissions tab, and under Currently sharing with, select the user's name and then choose Remove.

  4. Select OK.

Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

Note: Not sure if your server supports WebDAV? Your server administrator or internet service provider (ISP) should be able to tell you.

  1. Select Calendar.

  2. Select Home > Publish Online > Publish to WebDAV Server.

    Notes: 

    • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.

    • If you're using Microsoft 365, you can still publish your calendar to a WebDAV server, but you must first remove {Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however. 

  3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then select OK.

Share your calendar in an email

If you don't want to give someone permissions to share your calendar and see updates, you can email a static copy of your calendar for a specific date range. The recipient will be able to see the events on your calendar at the time you sent the email, but not any updates you make after you send the email.

Note: This feature is no longer available with Outlook for Microsoft 365.  

  1. Select Calendar.

  2. Select Home > E-mail Calendar.

    On the Home tab, click E-mail Calendar

  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

    In the Calendar and Date Range boxes, pick the options you want

  4. Set any other options you want, and then select OK.

  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and select Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

Example of a calendar shared in an email

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars and find a time that works for both of you.

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