Share your Outlook calendar with colleagues in Microsoft 365

Updated 27 September 2026For Microsoft 365

Share your Outlook calendar with colleagues in Microsoft 365 (0:23)

To share your calendar, open the calendar in Outlook, select Share, type your colleague’s name and choose how much they can see. They get an email invitation to add your calendar next to theirs.

Choose what colleagues can see

Microsoft offers several levels. Pick the lowest one that does the job:

Can view when I’m busy: they see only that you are busy, not what the meeting is.
Can view titles and locations: they also see the meeting title and place.
Can view all details: they see everything except items marked private.
Can edit: they can add and change appointments in your calendar.
Delegate: they can edit your calendar, share it, and handle meeting invitations for you. Use this for a personal assistant.

The list you see depends on who you share with: for a shared mailbox, for example, Outlook only offers the three view levels. Everyone in the company can already see when you are free or busy when they schedule a meeting, so you only need to share for more detail.

New Outlook and Outlook on the web

Both work the same way.

Open Calendar from the left bar.
Select Share on the Home tab. On the full ribbon, the button is called Share calendar. If you have more than one calendar, pick the one to share, usually Calendar.
Type your colleague’s name or email address and choose them from the list.
Choose the permission level from the list next to their name.
Select Share.

To change the level or stop sharing, right-click the calendar in the list on the left, select Sharing and permissions, then change the level or remove the person.

Classic Outlook for Windows

Classic Outlook uses a Calendar Properties window.

Open the calendar. On the Home tab, select … (more options), then Share and pick the calendar. On the full ribbon, the button is called Share Calendar.
On the Permissions tab of Calendar Properties, select Add, choose your colleague and select OK.
Select them in the list, choose the permission level and select OK.

Open a colleague’s calendar

Once a colleague shares with you, you get an email called You’re invited to share this calendar. Open it and select Accept.

Their calendar then appears under People’s calendars on the left. Tick it to see it next to your own.

If the email has gone missing, you can also add the calendar yourself:

New Outlook and Outlook on the web: in Calendar, select Add calendar → Add from directory, search for the name and select Add.
Classic Outlook: on the Home tab, select … (more options) → Add → Open Shared Calendar, and type the name. On the full ribbon, it is under Manage Calendars → Add Calendar.
Outlook app on your phone: in the calendar, tap your picture, then + → Add Shared Calendars.

Tick several calendars to see them side by side, which is handy when you plan Teams meetings.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

I shared my calendar but my colleague has no Accept button.

Some Outlook apps do not show the Accept button. Ask your colleague to open the invitation email in Outlook on the web and accept it there.

Can colleagues see my private appointments?

No. Appointments you mark as private stay protected, even from colleagues who can view all details. Mark an appointment private before you share if it is personal.

Can I share my calendar with a customer outside the company?

Only if your admin allows sharing outside the organisation. If it is turned on, the outsider gets a link to view your calendar. Ask your admin or Office Niaga.

Was this article helpful?