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How To Share a Calendar in Outlook

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You can share calendar information with other people by using Outlook in several ways. You can choose the method that is best for you, depending on the type of servers that you and your recipients have access to. When a colleague at another company wants to schedule a meeting with you and they can’t see your Outlook calendar, you can send a snapshot of your calendar or, better yet, an invitation to subscribe to your calendar in an email message.

Calendar sharing is not limited to the default Calendar folder that is created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it with your co-workers. Optionally, you can grant them permission to modify the events and appointments in the calendar.

How to share your calendar

  1. Click Calendar.
  1. From your Calendar folder, on the Home menu, select Share Calendar.
  1. Choose the calendar you want to share from the drop-down menu.
  1. In the Calendar Properties dialog box, click Add.
  1. You can search for people from your address book or type in their email addresses in the Add box. When you’re done adding names in the Add Users dialog box, click OK.
  1. Back in the Calendar Properties dialog box, select the person’s name or email address, then choose the level of details that you want to share with the person, then click OK.
  1. The person you’ve shared your calendar with will receive a sharing invitation by email.
  1. Once the recipient clicks Accept, they’ll see your shared calendar in their calendar list.

Change permissions after sharing your calendar with other people

  1. Click Calendar.
  1. Right-click the calendar you’re sharing, then click Sharing Permissions…
  1. This will open Calendar Properties dialog box, then set permission per user under Permissions tab.

What permissions people have to your calendar

You can choose from several different permission levels when sharing your calendar.

  • Can view when I’m busy. Those sharing your calendar with this permission level can only see which times you’re available, like this:
What your calendar looks like to the person you shared it with.
  • Can view titles and locations. Those sharing your calendar with this permission level will see availability and the subject and meeting location, like this:
What your calendar looks like to a user when you share it with limited details.
  • Can view all details. Those sharing your calendar with this permission level will see all details of your appointments, just like what you see.

Share an Outlook calendar with other people

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