How To Share An Outlook Calendar

The instructions provided on this page will show you how to share an Outlook calendar with someone within or outside your organization.

The first section provides instruction on how to share your Outlook calendar in an email. The second section provides instruction on how to share your Outlook calendar by granting a user permission.

How to share your Outlook calendar in an email:

This section will show you how to share your Outlook calendar in an email. This method is best suited for sharing a snapshot of your calendar at a given point in time.

Step 1) In Outlook, find and click the Calendar icon (located in the bottom-left corner of your Outlook window).

Step 2) Once in the Calendar view, select the Home  tab and click E-mail Calendar. 

Step 3) A new blank email window and calendar setting prompt will appear. Specify the calendar information that you would like to share and click OK.

a) If you have multiple calendars, select the desired calendar in the Calendar dropdown menu.

b) In the Date Range: field, select the desired date/date range of your calendar that you would like to share.

c) In the Detail: field, select the level of calendar details that you would like to share with the recipient.

d) If you would like to change the email layout of the calendar details, click the Show button for Advanced: and select the desired layout in the Email Layout: field.

Step 4) You’ll be taken back to the new e-mail window. Enter the recipient(s) in the To field and click Send. Below is an example of what the recipient will see if you chose Availability only for the level of detail:

How to share your Outlook calendar by granting a user permission:

This section will show you how to grant permission to your Outlook calendar. This method is best used for sharing your calendar with personnel within your organization. When granting permission to your calendar with this method, the recipient will have access to your calendar until permission is revoked.

Step 1) In Outlook, find and click the Calendar icon (located in the bottom-left corner of your Outlook window).

Step 2) Once in the Calendar view, select the Home tab and click Share Calendar.

Step 3) A calendar invitiation window will appear. Enter the recipient(s) email in the To: field and select the level of calendar details that you would like to share. Then, click Send.

The person(s) you are sharing your calendar with will receive an email similar to the below:

You have now successfully shared your Outlook calendar!