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How to Share Your Calendar in Outlook

Tap each step to see how to share your calendar with someone in Outlook.

  1. Click "Calendar" in the left-hand menu

    Click the calendar icon in Outlook's left sidebar.

  2. Click "Share Calendar"

    Click the "Share Calendar" button in the ribbon at the top.

  3. Enter the recipient's email and permission level

    Type the email address of the person you want to share with, and choose a permission level such as "Can view event details."

  4. Click "Send" to deliver the sharing invitation

    Clicking Send emails a calendar-sharing invitation to the recipient, and once they accept, they can view your calendar.

  5. Why it helps

    Sharing your calendar with a teammate or manager lets everyone check available meeting times or see your work schedule at a glance, without needing to ask each other separately every time.

Choose the permission level based on how much they actually need to see

Outlook offers several sharing levels, from showing only whether you're free or busy up to full event details, so you don't have to expose every meeting title and description just to let someone check your availability. Picking the narrowest level that still meets the purpose -- often just free/busy for scheduling -- keeps more sensitive calendar details private by default.

Sharing outside your own organization usually needs extra steps

Sending an invitation to an external email address, such as a client or an outside collaborator, generally works the same way, but an organization's administrator may restrict or require extra approval for external calendar sharing depending on company policy. If an invitation to an outside address doesn't seem to go through, checking with an IT administrator about the organization's external sharing settings is a reasonable next step.

Frequently Asked Questions

Can I share my calendar with someone outside my organization?

Yes, you can share with an external email address, but an administrator's policy may restrict or limit external sharing depending on the organization's settings.

Can I change someone's permission level after sharing?

Yes. You can adjust their permission level or cancel the sharing entirely at any time from the calendar sharing permissions screen.