How-To · Microsoft 365 & Outlook
How to share your calendar in Outlook
Share your Microsoft 365 calendar with a coworker in any version of Outlook, pick the right permission level, and open a calendar someone shared with you.
Sharing your calendar lets coworkers see when you’re free, or lets an assistant manage your schedule. You choose how much they can see or change, and you can take it back any time.
Pick the right permission
| Permission | What the other person can do |
|---|---|
| Can view when I’m busy | See only when you’re busy, not what the meetings are |
| Can view titles and locations | See when you’re busy, plus meeting titles and locations |
| Can view all details | See everything about your events |
| Can edit | See and change your calendar |
| Delegate | Edit your calendar and accept or decline meetings for you |
Most coworkers only need Can view titles and locations or Can view all details. Save Can edit and Delegate for an assistant or someone who books meetings for you. Events you mark Private only show as busy, whatever permission you give.
New Outlook for Windows and Outlook on the web
- Select Calendar in the left bar.
- Right-click your calendar under My calendars and choose Sharing and permissions. You can also use Share calendar on the Home tab.
- Type the person’s name or email address and select them.
- Choose a permission from the list, then select Share.
Classic Outlook for Windows
- Go to your calendar and select Share Calendar on the Home tab, then pick the calendar.
- Select Add, find the person, and select OK.
- Choose their permission level, then select OK.
Outlook for Mac
- Select Calendar, then right-click your calendar in the left pane.
- Choose Sharing permissions, add the person, and pick their permission level.
Open a calendar someone shared with you
When a coworker shares their calendar, you get an email invitation. Select Accept in the email and their calendar appears under People’s calendars or Shared calendars.
No invitation? You can add a coworker’s calendar yourself:
- New Outlook and the web: In Calendar, select Add calendar, then Add from directory, and search for the person.
- Classic Outlook: On the Home tab, select Open Calendar, then From Address Book.
You’ll see whatever level of detail they’ve allowed, which is usually just free and busy times.
Change or stop sharing
Go back to Sharing and permissions (or Share Calendar in classic Outlook), find the person, and choose a new permission or select Remove. It can take a little while for their Outlook to catch up.
Can’t share, or the option is greyed out? Your company may limit calendar sharing, especially with people outside the organization. Matter of Technology clients can submit a request and we’ll take a look.