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How to share your outlook calendar

When you share your Outlook.com calendar with people, they’re able to add it directly to their calendar view in Outlook. Depending on the permission you give them, they can view your calendar or edit it. You can also share your Outlook.com calendar with others by publishing your calendar and sending them a link to a webpage or a file.

If your Outlook.com calendar won’t sync in Outlook on Windows or you can’t edit a shared Outlook.com calendar in Outlook on Windows, see My Outlook.com calendar won’t sync or I can’t edit a shared Outlook.com calendar.

Note: Sign in to Outlook.com using any Microsoft account, including email accounts ending in @outlook.com, @live.com, @hotmail.com or @msn.com. If you have an Microsoft 365 work or student account, see Share your calendar in Outlook on the web for business.

At the bottom of the page, select to go to Calendar.

At the top of the page, select Share, and choose the calendar you want to share.

Note: You can’t share calendars owned by other people.

Enter the name or email address of the person with whom you want to share your calendar.

Choose how you want this person to use your calendar:

Can view all details lets the person see all the details of your events.

Can edit lets the person edit your calendar.

Select Share. If you decide not to share your calendar right now, select .

When sharing your calendar with non-Outlook.com users, such as Gmail users, they will only be able to accept the invitation using an Outlook.com or an Microsoft 365 account.

Calendar items marked private are protected. Most people with whom you share your calendar see only the time of items marked private, not the title, location, or other details. Recurring series marked as private will also show the recurrence pattern.

You can change the permissions you’ve set for a calendar, or stop sharing the calendar completely, by right-clicking the calendar name under Calendars.

At the bottom of the page, select to go to Calendar.

Under Calendars, right-click the calendar for which you want to update sharing settings, and select Sharing and permissions.

How to share your outlook calendar

Find the person whose permissions you want to change and either choose a new level of permissions or select to stop sharing your calendar with that person.

If you receive an invitation to share someone else’s calendar, select Accept at the bottom of the message to add their calendar to your calendar view.

How to share your outlook calendar

After you add another calendar, you can rename it, change its color, or remove it from your view. To do this, right-click the calendar in the left pane.

How to share your outlook calendar

If you would like to stop sharing your calendar with someone, you can remove his or her permissions.

At the bottom of the page, select to go to Calendar.

In the left pane, right-click the calendar you want to stop sharing and select Sharing and permissions.

By default, your primary calendar is called “Calendar”. If you created other calendars, you can select one of them instead. You cannot remove sharing permissions from calendars owned by other people.

Choose the person with whom you want to stop sharing your calendar and select .

The person is now removed from the list of people with access to your calendar. His or her copy of your calendar will no longer sync to your calendar or receive updates.

In Calendar settings, you can publish your calendar so anyone can view your calendar or subscribe to it.

In Calendar view, select Settings > View all Outlook settings.

Under Publish a calendar, choose which calendar you want to publish and how much detail people can see.

If you choose an HTML link, recipients can copy and paste the URL in a browser to view your calendar in a new browser window.

If you choose an ICS link, recipients can download the ICS file and import it into Outlook. This will add your events into their calendar, but recipients won’t automatically receive any updates to your calendar. Alternatively, recipients can use the ICS link to subscribe to your calendar through Outlook. They’ll see your calendar alongside their own and will automatically receive any updates to your calendar.

HTML and ICS calendars are read-only, so recipients won’t be able to edit your calendar.

How often your ICS calendar syncs depends on the recipient’s email provider.

In Calendar view, select Settings > View all Outlook settings.

Select Calendar > Shared calendars Shared calendars.

Under Publish a calendar, select Unpublish.

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How to Create an Employee Work Schedule Using Google Docs

Microsoft SharePoint is a service that hosts web sites for shared workspace and documents. It connects people with a common interest, such as employees of a company. SharePoint provides a platform to set up meetings, company blogs, messaging, forums and documents. It is similar to a business intranet or private company computer network. Publishing and synchronizing your Outlook calendar makes that information public to everyone who has access to the SharePoint site. It is a convenient way to keep your business partners abreast of your schedule. To do this, you can either synchronize the calendar or upload it to SharePoint Services.

Synchronizing with SharePoint

Open the SharePoint Services site on your web browser.

Move to the “Site Action” section and click “Create.”

Navigate to the “Tracking” section of the dialog box. Select “Calendar.”

Provide a name for your calendar in the “Name” text box.

Enter a description for the calendar in the “Description” text box. For example, if this is a calendar to arrange meetings for the sales department, you might type Sales Dept. Meeting Schedule.

Click on the “Create” button at the bottom of the dialog box.

Select “Actions” from the main screen menu.

Click “Connect to Outlook.” You will receive a prompt from Outlook to confirm, select “Yes” from the prompt. This synchronizes the two calendars. This calendar can be view from either program. Changes you make to your Outlook calendar will be reflected in SharePoint.

Uploading to SharePoint

Open Outlook on your computer.

Select “Go” from the program menu and click on “Calendar.”

Move to the “File” menu at the top of the screen, select “Save As.”

Enter a name for your calendar in the text box and click “Save.” This will save the calendar in the correct format (.ics).

Open the SharePoint Services site in your web browser.

Click “Shared Documents” from the program menu.

Press the “Upload” button on the screen.

Click “Browse” and locate your calendar file then select “Open.” Click “Ok” to upload the file. The file listing will appear in the shared documents window.

Navigate the where your calendar file is listed. Look for the file with the .ics extension. Right-click on the file name and select “Copy Shortcut” from the menu.

Move back to Outlook. Click on “Tools” at the top of the screen and select “Account Settings.”

Click the “Internet Calendars tab and select “New.”

Press CTRL +V on your keyboard, this will paste the shortcut to the SharePoint calendar you uploaded.

Click the “Add” button. The subscription options dialog box will pop up on your screen. Select any options you wish to include and click “Ok” then “Close.” You calendar is published on SharePoint.

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In this blog, we will discuss the various techniques to resolve the query ‘How to Share Your Outlook Calendar with Someone’. Let your coworker, peers, family and relatives know what you are up to. One can simply share their calendar via an email message to keep them notified.

Method to Share your Outlook Calendar with Others

Note: Outlook 2019 and Office 365 are not compatible with sharing calendars via email message. They rather print the calendar in a PDF file format and email the same PDF file as an attachment.

To email message a calendar:

  • Redirect to the View Switcher and choose Calendar.
  • If you are using Outlook 2019, 2016, and 2013, then redirect to Home tab and under Share option – opt E-mail Calendar.
  • In Outlook 2010, open the Home tab and choose Email Calendar.
  • If you are using Outlook 2007, then redirect to the navigation pane and pick Share My Calendar option.
  • In Send a Calendar Via Email tab, choose the Calendar option from the drop-down menu and pick the calendar you wish to share.
  • Choose the Date Range drop-down arrow and pick the date range you wish to share. Also, you can apply a custom range or share the complete calendar.
  • Pick the Detail option from the drop-down menu and tap the amount of detail you wish to share. Avails option to add Full Details, Availability, or Limited Details only.
  • Pick the Show Time Within My Working Hours Only alternative, if required.
  • To modify the working hours, choose the Set working hours link to launch the Outlook Options dialogue box.
  • In the Advanced tab, tap Show button to view and use the advanced settings like the layout and option to add attachments.
  • Tap the OK button to include the attached calendar into an email message.
  • In the To text field, enter in the name of the person you wish to forward your calendar.
  • Modify the subject and type in a message in the body, if required.
  • Tap the Send button.

    A recipient can launch the calendar attachment in Outlook or any other calendar application. The file then launches a new calendar that can viewed beside the recipient’s current calendar. Additionally, the recipient can drag-drop the calendar from received items.

    These approaches will help you resolve the query ‘How to Share Your Outlook Calendar with Someone’.

    How to Share your Outlook Calendar Online

    • Launch your Outlook calendar.
    • Opt for the Share option and select a calendar.
    • In the Sharing and permissions tab, type in the recipient’s email address.
    • Hit the drop-down arrow beside recipient’s email address, select what permissions to apply to your calendar, then tap the Share button.
    • The recipient will display in the shared list along with the relevant permissions.
    • Tap X to exit the window.
    • The recipients will receive an email regarding an invitation to join the shared calendar.

    Publish Outlook Calendar to Website

    • Launch Settings.
    • Pick View all Outlook settings.
    • Choose Calendar >Shared calendars.
    • In Publish a Calendar pop-up, pick the calendar you wish to publish.
    • Select what permissions you wish the recipient should have.
    • Select Publish.
    • To provide an HTML link, highlight the link and hit Copy link. Then, generate a new email and attach the link into the message.
    • To provide an ICS link, select the link and tap either Copy link (to affix into an email) or Download (to attach the file to an email).
    • You can erase online Outlook calendar permissions later by uncirculating the calendar. Tap Unpublish and then hit the Save button.
    • Hit Save when you’re done.
    • Tap X to exit the Settings.

    Method to Share your Outlook Calendar with your team

    • Launch the calendar, redirect to the Home tab, and opt Share Calendar.
    • In the To text field, type in the name of the person with whom you wish to share the calendar.
    • In the Subject text field, fill in a subject or make sure that one that is auto-populated enable.
    • Tick the Allow recipient to view your calendar checkbox.
    • Go to the Details drop-down arrow and pick how much information you wish to share.
    • Enter any information you wish to include in the message body and Tap Send.
    • In the confirmation pop-up window, Hit Yes option.

    How to Remove Calendar Permissions in Office 365

    To disable sharing a calendar:

    • Launch your Outlook calendar.
    • Redirect to the Home tab and tap Calendar Permissions.
    • To disable permissions for one person, redirect to the Permissions tab and choose the person’s name. Next, in the Permission Level list, pick None.
    • To disable permissions for everyone, redirect to the Permissions tab and tap Default. Now, in the Permission Level list, press None.
    • Then, hit OK.

    If the above instructions do not provide an individual satisfactory outcome, then one can take the help of PST File Recovery Tool. The utility enables all the possibilities to work with a calendar. It is often possible that due to lagging properties of a manual approach, the user may not receive the desired outcome.

    Summing It Up:

    In the above blog post, we have stated several methods to solve the query ‘How to Share Your Outlook Calendar with Someone’. It is necessary for the user to have the technical knowledge to work with manual strategy. Whereas, third-party solutions are known to provide optimized results. There is a possibility that one may give you more advanced features than the other but, none of them will provide incorrect results.

    In ordinary, we need to work in a group to finish tasks. Therefore, to avoid different person do the same thing, we need to find out how to work efficiency. To do this, you have to share calendar outlook with the one you cooperate. What’s more, Microsoft Outlook allows users to set the time to share your calendar with others. Walk through this article in a hassle-free way to learn how to share outlook calendar with other users.

    Share Outlook 2007 Calendar with Other Users

    Step 1: On the Menu Bar click on View > Navigation Pane Minimized/ Normal.

    How to share your outlook calendar

    Step 2: At the left panel, click on the calendar icon. Then tap on Navigation Pane, and click Share My Calendar.

    Step 3: In the popup window, select the calendar to share behind Calendar. Click on Down Arrow next to Date Range and choose the option from the drop-down list.

    How to share your outlook calendar

    Step 4: In the filed next to To, input the receptor email address. Tap on Send to finish.

    How to share your outlook calendar

    Note: If you want to change the permission of the sharing Outlook calendar, click on calendar icon on the left panel and go to Navigation Pane. Select the calendar then right click on it and navigate to Sharing to Internet > Change Sharing Permission.

    Microsoft Outlook 2010 Calendar Sharing

    Step 1: Click Calendar on the lower left quarter and find out the calendar you want to share.

    Step 2: On the top window, click Home tab and tap on Share Calendar.

    How to share your outlook calendar

    Step 3: Next to To button, type the email address of the owner you want to share the calendar and tap on Send.

    Note: To change the sharing permission, do the following. Go to Home tab at the top window, click on Calendar Permissions. When the Calendar Properties window popup, click on Permissions tab to change the sharing Outlook calendar permission.

    Share Calendar Outlook 2013/2016

    Step 1: Click on Calendar icon as the image below. In the Menu Bar, click on Home tab and click E-mail Calendar.

    How to share your outlook calendar

    Step 2: Then you will see the Send a Calendar via E-mail window. Choose which calendar by expand the Down Arrow next to Calendar. Moreover, allow others to share Outlook calendar for how long according to your actual.

    How to share your outlook calendar

    Step 3: Click OK to save changes. Go to message edit window, complete the receiver email and click on Send. Thus you can share a calendar in Outlook 2013/2016.

    Note: For changing the sharing Outlook calendar permissions, click on the calendar icon in the left pane. Then you can see All Folders above the calendar icon, click on it. Choose the calendar file and right-click on it. Go to Share > Calendar Permissions to change calendar permission.

    Microsoft Outlook is Microsoft’s software suite, which bundles together email, contacts, calendars, and more.

    Over the past two decades, Outlook has become an office essential. In many companies, schools, nonprofits, and more, Outlook remains the go-to communication platform.

    As such, there are many cases where you’ll need to coordinate with your friends or colleagues for events or meetings. This is when it’s a good idea to share your Outlook calendar.

    Here’s how to do it, using Microsoft Outlook for Mac or PC.

    Check out the products mentioned in this article:

    Apple Macbook Pro (From $1,299.00 at Apple)

    Lenovo IdeaPad 130 (From $469.99 at Walmart)

    How to share your Outlook calendar

    1. Open Outlook and click “Calendar” in the menu at the bottom-left.

    2. At the top of the page, click “Share Calendar” and then select the calendar to be shared.

    3. In the Calendar Properties box, click “Add.”

    4. Enter the contact (or email address) of the person with whom you’re sharing the calendar. Then click “Add.”

    5. Click “OK” when you’re done.

    6. You can also change the default permission level by selecting “Choose your permissions” — you can switch it to “Can view all details” or “can edit,” for example — and then hit “OK” to save the setting.

    How to Share your Calendar in Outlook

    How to share your outlook calendar

    Working around other people’s schedules can be tricky. Luckily, Outlook allows you to share calendars so that you can view and, depending on your company’s settings, even edit shared calendars.

    Open a Shared Calendar

    1. Expand the Manage Calendars group, if necessary.
    2. Click the Add Calendar button.
    3. Select Open Shared Calendar.
    4. Click Name.

    How to share your outlook calendar

    How to share your outlook calendar

    If you have been given permission to view the calendar, it now appears in the Outlook window. Also, the contact’s name appears in the Shared Calendars area of the Navigation Pane.

    If you have not received permission to view a calendar, a dialog box asks if you would like to request permission. Click Yes, then complete the email permissions request and click Send. If you are granted permission, you will receive an email.

  • Display or hide shared calendars by selecting the check boxes to the left of the calendars.
  • The shared calendar will appear next to your calendar in the Calendar view.

    Send a Sharing Invitation

    You can also proactively share your calendar with other people, sending them an invitation so that they know they’ll have access to it.

    1. Expand the Manage Calendars group, if necessary.
    2. Click the Share Calendar button.
    3. Select a calendar from the list.

    How to share your outlook calendar

    The Calendar Properties dialog box opens to the Permissions tab, where you can control who is able to access your calendar and what they’re able to see.

    How to share your outlook calendar

    How to share your outlook calendar

    You can change her permissions level from the options below, ranging from only viewing when you’re busy, to viewing event titles, locations, and other details, up to editing events and even creating new ones.

    How to share your outlook calendar

    The invitation is sent, and when accepted, the invitee will have access to your calendar.

    It’s often necessary to schedule meetings with people outside your organization. To simplify the process of finding mutually agreeable meeting times, Microsoft 365 enables you to make calendars available to “external users,” those who need to see free/busy time but don’t have user accounts for your Microsoft 365 environment.

    Calendar sharing is a global setting, meaning that you, the admin, can enable it for all users in the tenant. Once sharing is enabled, users can use Outlook Web App to share their calendars with anyone inside or outside the organization. People inside the organization can view the shared calendar side-by-side with their own. People outside the organization will be sent a URL that they can use to view the calendar. Users decide when to share, how much to share, and when to keep their calendars private.

    If you want to share calendars with an organization that uses Exchange Server 2013 (an on-premises solution), the Exchange administrator will need to set up an authentication relationship with the cloud. This is known as “federation” and must meet minimum software requirements. See Sharing for more information.

    Enable calendar sharing using the Microsoft 365 admin center

    In the admin center, go to Settings > Org Settings.

    On the Services tab, select Calendar.

    On the Calendar page that opens, choose whether you want to let your users share their calendars with people outside of your organization who have Microsoft 365 or Exchange.

    Choose whether you want to allow anonymous users (users without logon credentials) to access calendars via an email invitation.

    Choose what type of calendar information to make available to users. You can allow all information, or limit it to time only or time, subject, and location only.

    Invite people to access calendars

    Once sharing is enabled for the tenant, calendar owners can extend invitations to specific users. See Sharing your calendar in Outlook Web App for instructions.

    • You can share your Outlook calendar with others via email, to coordinate meetings and appointment times.
    • When you share your Outlook calendar, you can change its permissions, so others can edit it or simply view it.
    • You can share your Outlook calendar with anyone who has an email address, even if they don’t use Outlook.

    Microsoft Outlook is Microsoft ‘s software suite, which bundles together email, contacts, calendars , and more.

    Over the past two decades, Outlook has become an office essential. In many companies, schools, nonprofits, and more, Outlook remains the go-to communication platform.

    As such, there are many cases where you’ll need to coordinate with your friends or colleagues for events or meetings. This is when it’s a good idea to share your Outlook calendar.

    Check out the products mentioned in this article:

    Apple Macbook Pro (From $1,299.00 at Apple)

    Lenovo IdeaPad 130 (From $469.99 at Walmart)

    How to share your Outlook calendar

    1. Open Outlook and click “Calendar” in the menu at the bottom-left.

    2. At the top of the page, click “Share Calendar” and then select the calendar to be shared.

    3. In the Calendar Properties box, click “Add.” 4. Enter the contact (or email address) of the person with whom you’re sharing the calendar. Then click “Add.”

    5. Click “OK” when you’re done.

    6. You can also change the default permission level by selecting “Choose your permissions” — you can switch it to “Can view all details” or “can edit,” for example — and then hit “OK” to save the setting.

    To share a calendar in Outlook, follow these steps:

    1. Click the Calendar icon in the Navigation bar to open the Calendar view.

    2. On the Home tab, in the Share group, click the E-mail Calendar button:

    3. In the Send a Calendar via E-mail dialog box:

      In the Calendar list, choose the calendar to send.

    By default, Outlook selects your primary calendar that shows your fee/busy status, and records accepted meeting requests.

    In the Date Range list, choose the timespan of calendar data to include in your message:

    How to share your outlook calendar

    or click Specify dates. to enter a custom date range:

    How to share your outlook calendar

    Note: If you specify a too wide date range or select the Whole calendar option, the message can be too big and hit message size limits on a receiver side.

    In the Detail list, choose the details you want to reveal to the recipients. By default, the Availability only option is active:

    How to share your outlook calendar

    None of the options include your items marked private unless you change the privacy option in Advanced options:

  • Optionally, you can restrict the information contained in the message to your working hours by selecting the Only show time within my working hours checkbox. To change your working hours, click Set working hours.
  • Optionally, to see advanced options, click Show >>:

    How to share your outlook calendar

    • Include details of items marked private – This option requires Detail to be set to limited details or full details. Information that some private items exist is added, but no other details about those private items are shared.
    • Include attachments within calendar items – This option requires Detail to be set to full details. All attachments to the calendar items, such as spreadsheets, are mailed.
    • E-mail Layout – You can include your Daily schedule or a List of events.

4. Click OK:

How to share your outlook calendar

The calendar will appear to the recipient within the message body. See How to open received calendar.

The recipients of this email can see the events on your calendar that you added before sending the email. The updates you make in your schedule are not visible to them, and you need to send another message with the attached calendar events if you want to inform them of updates.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.