How to share your Outlook calendar

Contents
  1. Share for work, personal reasons, or both
  2. Share your Outlook calendar with (almost) everyone
  3. Create a shared calendar in Outlook Online
  4. Publish an Outlook Online calendar
  5. Share your Outlook calendar with others in your organization
  6. Remove Outlook calendar permissions

Share for work, personal reasons, or both

Let your work team, friends and family know what’s on your schedule. Share your Outlook calendar data with them and keep them up to date. Calendars can be shared with Outlook on Exchange Server, on the web through Outlook Online, or from your home computer.

The 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) everyone

Share your Outlook calendar with anyone by emailing them a copy. The recipient will see a snapshot of your appointments and upcoming events, but will not see any updates or changes to the calendar.

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

To email a calendar:

  1. Go to View switch and select Calendar

  2. In Outlook 2016 and 2013, go to the tab At home and select Share calendar

    In Outlook 2010, go to the tab At home and select Email calendar

    In Outlook 2007, go to the navigation bar and select Post my calendar

  3. In the dialog box Send calendar by email select drop-down arrow Calendar and select the calendar you want to share.

  4. Click the drop-down arrow Date range and select the date range you want to share. You can also set a custom scope or share the entire calendar.

  5. Click the drop-down arrow Details and enter the amount of data you want to share. The following options are available: Full information Limited information or Availability only

  6. Check the box if necessary Only show time during my workday

    To change working hours, select the link Set working hours to open the dialog Outlook options

  7. In section Additionally select Show to view and apply advanced settings such as layout and add attachments.

  8. Select Okay to open an email with an attached calendar.

  9. In a text box To who enter the name of the person you want to send your calendar to.

  10. Change the subject and add a message in the body if you want.

  11. Select send

Your recipient can open the calendar attachment in Outlook or another calendar program. The file opens as a new calendar that can be viewed alongside the recipient’s existing calendar. In addition, your recipient can drag and drop 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 someone a link to view your Outlook calendar.

  1. Open your Outlook calendar.

  2. Select To share and select a calendar.

  3. In the dialog box Sharing and Permissions enter the recipient’s email address.

  4. Select the drop-down list next to the recipient’s email address, specify what permissions they can have on your calendar, then select: To share

  5. The recipient appears in the sharing list along with their permissions.

  6. Select X to close the window.

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

Publish an Outlook Online calendar

If you want your recipients to be able to view the calendar in a browser or import an ICS link into Outlook, publish the calendar in Outlook Online.

  1. Go to Institutions

  2. Select View all Outlook settings

  3. Select Calendar Shared calendars

  4. In section Publish calendar select the calendar you want to publish.

  5. Choose which permissions you want from the recipient, then choose To publish

  6. To send a link in HTML format, select the link and select Copy link † Then create a new email and paste the link into the message.

  7. To send an ICS link, select the link and select Copy link (to paste in an email) or To download (to attach a file to an email).

    You can later remove Outlook on the web calendar permissions by unpublishing the calendar. Select Unpublish than Save

  8. Close the dialog when done Institutions

Share your Outlook calendar with others in your organization

If you use Microsoft Outlook on Exchange Server, you share your Outlook calendar with people in your organization. Most home and personal accounts do not use Microsoft Exchange. You can add or remove permissions in Outlook for Windows or Mac on an Exchange server.

  1. Open the calendar, go to the tab At home and select Share calendar

  2. In a text box To who enter the name of the person you want to share the calendar with.

  3. In a text box Subject Enter a subject or have it filled in automatically.

  4. Check box Give the recipient permission to view the calendar

  5. Click the drop-down arrow Details and indicate how much information you want to share.

  6. Enter any information you want to include in the message body and select send

  7. In the confirmation window, select Yes

Remove Outlook calendar permissions

To stop sharing a calendar:

  1. Open the calendar Outlook

  2. Go to the tab At home and select Calendar permissions

  3. To revoke permissions for one person, go to the tab rights and select the person’s name. Then in the list Permission Level select Not

  4. To revoke permissions for everyone, go to the tab rights and select Default † Then in the list Permission Level select Not

  5. Select Okay

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