Sharing your calendar lets colleagues see when you're free, or lets an assistant book and manage meetings for you. Use this when someone asks to see your calendar or when you need help managing it.
Choose a permission level
Most people in your organisation can already see when you're busy or free. Sharing gives them more than that. The options are usually:
- Can view when I'm busy: shows free and busy times only.
- Can view titles and locations: shows what the meeting is called and where.
- Can view all details: shows everything except items you've marked Private.
- Can edit: lets them add, change and delete items on your calendar.
- Delegate: lets them edit your calendar and also receive and respond to meeting invitations on your behalf.
Give people the lowest level that meets their need. Anything marked Private stays hidden from everyone except delegates you've specifically allowed to see private items.
Share your calendar
Labels can differ slightly between versions.
New Outlook for Windows and Outlook on the web
- Go to Calendar.
- Select Share on the toolbar, or right-click your calendar in the list and choose Sharing and permissions.
- Type the person's name or email address.
- Choose a permission level from the drop-down and select Share.
Classic Outlook for Windows
- Go to Calendar.
- On the Home tab, select Share Calendar and pick your calendar.
- On the Permissions tab, select Add, choose the person and select OK.
- Pick their permission level and select OK.
Outlook for Mac
- Go to Calendar, right-click your calendar and choose Sharing permissions.
- Select Add, choose the person and set their permission level.
The other person gets an email invitation. Once they accept it, your calendar appears in their calendar list.
Set up a delegate
Choose Delegate as the permission level when sharing (in classic Outlook you can also use File > Account Settings > Delegate Access). You can usually decide whether meeting invitations go to both of you or only to your delegate. If you're not sure, send them to both.
A delegate can accept meetings and send responses in your name. Only give delegate access to someone you trust with your schedule, and remove it when their role changes.
Sharing outside your organisation
Depending on your organisation's settings, you may be able to share your calendar with people outside the business, often limited to free and busy times. If the option isn't available, it has been switched off deliberately. Talk to your manager, who can ask the service desk if there's a business need.
Still stuck?
If a colleague can't see your calendar after accepting the invitation, log a ticket with both your names and the permission level you set.