How to Share an Outlook Calendar: A Step-by-Step Guide

By Indeed Editorial Team

Published June 17, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Outlook is a powerful information management system from Microsoft that companies regularly use in their workplace. The Outlook suite offers a variety of tools, including journals, e-mails, calendars, and task management. Knowing how to share your calendar with an individual or group at work might be essential for performing your work duties. In this article, we discuss what an outlook calendar is, understand how to share an outlook calendar using desktop and web applications, explore reasons you might share this calendar, and discover ways to manage your calendar sharing.

What is an Outlook calendar?

The calendar feature of Microsoft Outlook is the scheduling component that integrates with features like contacts and e-mails. You can use this feature for scheduling and organizing meetings, activities, events, and services. Using Outlook, you can create multiple calendars and share them with people outside your organization. It allows you to control the permission settings to determine every individual's level of access when viewing the calendar. The ability to share calendars helps you collaborate with others, and manage and distribute information while ensuring you meet project deadlines.

Related: How to Send a Calendar Invite on Outlook (Tips and Examples)

How to share an Outlook calendar

To understand how to share an Outlook calendar, you can follow these steps:

How to share an Outlook calendar with the web application

For sharing a calendar via Outlook on the internet, you can follow these steps:

  1. Open Outlook 365 online. The first step is opening Outlook on the internet and entering your username and password. Next, change to the calendar mode.

  2. Click on the "Share" button. To share your calendar, click on the "Share" button available at the top right side of the interface. This opens a "Sharing and Permissions" window in which you enter the recipient's e-mail address.

  3. Select the permission. After entering your recipient's address, select the permission from the drop-down menu next to the recipient's e-mail address. Using this permission, you can decide whether the recipient can view all the calendar details and whether they can edit them.

By clicking the "Share" button, the recipient receives the calendar in their inbox. The recipient can access the calendar by signing into their Outlook account. Using Outlook, you can even share the online calendar via a link by publishing it online. After publishing the calendar, you get two options: HTML or ICS. If you share the calendar as an HTML link, the recipient can view the calendar without signing into the Outlook account. Using the ICS link, the recipient downloads your calendar and opens it with compatible applications.

Related: How to Recall an E-mail in Outlook (With Tips and FAQs)

How to share an Outlook calendar with the desktop application

Sharing your calendar with people within your organization is common for those employed by an organization. Use these steps to follow to share your calendar with your colleagues:

  1. Open Outlook 365. Open the Outlook 365 and under the "Home" tab, click on the "Share Calendar," and from the drop-down menu, select "Calendar." This opens a new window, "Calendar Properties."

  2. Enter the recipient's e-mail address. After opening the "Calendar Properties," click on the "Add." Next, enter the recipient's e-mail address with whom you plan to share your calendar.

  3. Select the permission level. After entering the e-mail address, click on the "OK" button, and the recipient gets a default permission level. If you want to change the default permission level, select the recipient's name you would like to change, and click on "OK."

The permission levels you can choose are "Can view when I'm busy," "Can view titles and locations," "Can edit," and "Can view all details." After sending the calendar invite, the recipient receives a notification in their e-mail, and the calendar appears on their Outlook calendar tab.

Related: How to Schedule a Meeting by E-mail: Templates and Samples

How to make an Outlook calendar public

You can create or manage a calendar for public use using Microsoft Outlook. To publish a calendar for public use, follow these steps:

  1. Open Outlook 365. The first step is opening Outlook 365 and clicking on the "Calendar" tab. This opens the calendar view.

  2. Change Outlook's setting. After the calendar view opens, select the "Settings" available at the top right corner of the interface and click on the drop-down menu to select "View all Outlook Settings." The "Settings" window opens where you can click on "Calendar," and select "Shared calendars."

  3. Publish the calendar. After choosing the "Shared calendars," move down to the "Publish a calendar" section. Select the calendar to publish, choose its permission level, and click on "Publish."

You can see the calendar as a web page from the "View" option in "Calendar." You can copy the URL for the web-based calendar, and you can then paste this URL into any website management tool.

Related: How to List Microsoft Office Skills on a Resume

Permission level and types of sharing

When sharing calendars, Microsoft Outlook provides multiple permission levels, giving you control over who can make changes and view various details. You can add people as viewers or editors. Each permission level setting provides unique access to the recipients. The various permission levels you might encounter while sharing a calendar include:

  • Can view when I'm busy: It lets the recipient see whether you're busy but doesn't share details like the event location.

  • Can edit: This lets the recipient edit your calendar.

  • Can view all details: As the name suggests, this permission level allows the recipient to see all the details about your calendar, including the event location.

  • Can view titles and locations: This permission level lets the recipient see when you're busy and allows them to view your titles and event locations.

Benefits of sharing an Outlook calendar

Here are a few benefits of sharing your Outlook calendar with others:

Enhances communication and efficiency

One of the major benefits of sharing your Outlook calendar is that it makes scheduling and planning projects easy. This calendar shows updates to the whole team when someone makes changes. It can also send push notifications about the change. When you share project calendars with everyone on your team, it becomes easy to meet deadlines.

Saves time and enhances productivity

Organizing group meetings with people working in different departments and locations can make project communication more efficient. By sharing a calendar, you reduce the time spent finding the perfect date and meeting time. As the calendar takes care of the scheduling, it becomes easier to focus on other critical work-related matters.

Helps balance out the work assignment

Another benefit of sharing a calendar is that it balances work across your team. A calendar gives you access to each team member's availability. This allows you to allocate tasks and plan project stages effectively.

How to manage Outlook calendar sharing

Calendar sharing is an important aspect of your office life in an office environment. You might have forgotten who you have shared your information with and to what degree. It becomes essential to track and manage calendar sharing. You might find that sharing your calendar with a group or individual is no longer necessary. For instance, you might have shared the calendar with the logistics department for a specific project. After the project completion, it's no longer essential to share access with those people. Follow these steps to view and manage people who have access to your calendar:

  1. Open Outlook 365. Open Outlook 365, and under the "Home" tab, click on the "Share Calendar," and from the drop-down menu, select "Calendar." This opens the calendar view.

  2. Select the calendar. After opening the calendar view, click on the calendar you want to check. Next, click on the permission tab and view all individual groups and people who have access to your calendar.

  3. Manage the access. If you want to remove someone's access to your calendar, click on the user's name and choose the "Remove" option. This way, you can manage your calendar and ensure you know who has access to it.

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.

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