How to Share Calendar in Outlook

Effective time management is crucial for staying organized and boosting productivity in today’s hectic world. Whether you’re a professional, student or simply juggling a busy schedule, you often must balance multiple commitments and tasks. Luckily, Microsoft Outlook for Windows offers a robust solution, enabling effortless calendar sharing. So, how to share calendar in Outlook.

To share a calendar in Outlook, open Outlook, select your calendar, click “Share Calendar,” specify recipients and permissions, and then send invitations. Whether collaborating with colleagues, planning events, or attending meetings, sharing your Outlook calendar can be game-changing.

Calendar in Outlook facilitates seamless event coordination, keeping everyone informed and synchronized for a smoother workflow.

How to Share Calendar in Outlook with Specific People

Find the following steps letting you share a calendar in Outlook with specific people.

Step 1: Launch Microsoft Outlook

Begin by locating the Microsoft Outlook icon on your Windows laptop and clicking on it to start the application.

Step 2: Access the Calendar

To enter the calendar section within Outlook, click on the Calendar icon in the interface’s lower-left corner.

Step 3: Initiate Calendar Sharing

Find and click on the “Share Calendar” option in the Home tab.

Step 4: Specify Calendar Selection

Choose the calendar you want to share from the Calendar Properties dialog box.

Step 5: Add Recipients Individually

Now, select and add the intended recipients individually to share the calendar with them.

Step 6: Configure Calendar Permissions

Navigate to the “Calendar Permissions” tab to customize the permissions for each recipient.

Step 7: Confirm Permission Level and Notify

Select the desired permission level for sharing your calendar with these individuals. After making your selection, click “OK.” An email notification will inform the recipients about the shared calendar.

In Microsoft Outlook, permissions are generally divided into five categories:

1. Can view when I’m occupied
2. Can view titles and locations
3. Can view all details
4. Can edit
5. Delegate

How to Share Calendar in Outlook with Everyone

Wanna share a calendar outlook with everyone? Here are the steps to follow.

Step 1: Launch Microsoft Outlook

Start the Microsoft Outlook application on your desktop by locating the Outlook icon and clicking on it.

Step 2: Access the Calendar

Click the calendar icon in the interface’s lower left-hand corner to enter Outlook’s calendar section.

Step 3: Initiate Calendar Sharing

In the Home tab, locate and click on the “Share Calendar” icon.

Step 4: Specify Calendar Selection

Within the Calendar Properties dialog box, type “calendar” and then press “OK.”

Step 5: Choose Organization Access

After clicking on the Calendar Permissions tab, select “My Organization” from the Permission level options.

Step 6: Configure Calendar Permissions and Confirm

Click the “Calendar Permissions” tab to access the Permissions settings. Make your desired selections and then click “OK.”

How to Share Your Outlook Calendar via Email

If you prefer not to grant someone access to your calendar but still want to share its contents for a specific date range, you can email them a snapshot of your calendar.

This way, the recipient can see the events on your calendar at the time of sending but won’t have access to any updates you make afterward.

Step 1: Access the Calendar

To open your calendar in Outlook, click on the Calendar icon at the interface’s bottom left corner.

Step 2: Navigate to the Email Calendar Option

Now, go to the Home tab and click on the E-mail Calendar icon found within this tab.

Step 3: Select the Calendar and Time Range

You will need to specify the time within your calendar that you wish to share.

Step 4: Configure Additional Options and Confirm

Once you’ve made your preferred selections, click the “OK” button to apply other options.

Step 5: Add the Recipient’s Email and Send

Enter the user’s email address you want to share your calendar with, and then click the “Send” button.

How to Share Calendar in Outlook by Publishing it to a Web Page

You can publish your calendar on that platform if you have access to a web server supporting the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol.

Step 1: Click Calendar

To access the calendar in Outlook, click on the Calendar icon at the bottom left of the interface.

Step 3: Click Home >> Select Publish Online

Select the Publish online icon in the Home tab to publish your Calendar.

Step 4: Publish to WebDAV Server

Now, Publish it to the WebDAV Server.

Note: For Microsoft 365 users, publishing your calendar to a WebDAV server is still possible. However, before doing so, you must remove {Anonymous: CalendarSharingFreeBusySimple} from the sharing policy. It’s important to note that this action will prevent you from publishing your calendar in the future.

Step 5: Enter the Location of the WebDAV Server

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

Understanding About Outlook Calendar Sharing Permissions

Within a shared Outlook calendar, permissions dictate the level of access you grant to other users. These options vary depending on whether the users are internal or external to your organization.

The first three permission levels can be extended to both internal and external users:

1. Can View When I’m Busy: Recipients can only see the time slots when occupied.
2. Can View Titles and Locations: Recipients gain access to your availability and the subject and location of your meetings.
3. Can View All Details: Recipients have complete visibility into all information related to your events, mirroring your view.

Two additional options are exclusively available for individuals within your company:

1. Can Edit: Recipients can make changes to your appointment details.
2. Delegate: This option allows someone to act on your behalf, such as responding to meeting requests on your behalf and creating new appointments.

One more option applies to your entire organization, not specific individuals:

1. None: No access is granted to your calendar.

FAQ

Conclusion

Sharing your Outlook calendar in Windows facilitates collaboration in both personal and professional contexts.

By following our guide on how to share calendar in Outlook, you can easily grant access to your schedule.

Whether for colleagues, family, or friends, Outlook simplifies scheduling and improves communication. Exercise caution with sensitive information, manage permissions carefully, and periodically review access to protect privacy and security.