Share your Outlook calendar with colleagues in Microsoft 365

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.

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.

1. Open Calendar from the left bar.
2. Select Share at the top (in new Outlook, on the Home tab: Share calendar), then pick the calendar, usually Calendar.
3. Type your colleague’s name or email address and choose them from the list.
4. Choose the permission level from the list next to their name.
5. 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.

1. Open the calendar and select Home > Share Calendar, then pick the calendar.
2. In Calendar Properties, select Add, choose your colleague and select OK.
3. Choose the permission level and select OK.

Open a colleague’s calendar

Once a colleague shares with you, accept the invitation email and their calendar appears in your list. You can also add it yourself:

• New Outlook and Outlook on the web: in Calendar, select Add calendar > Add from directory, search for the name and add it.
• Classic Outlook: select Home > Manage Calendars > Add Calendar > Open Shared Calendar, and type the name.
• 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.

Related articles

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• Schedule, join and record Microsoft Teams meetings
• Use Outlook on the web with your Microsoft 365 account
• Open a shared mailbox (sales@, info@) in Outlook