8 Easy Ways To Share Outlook Calendar With Others

share outlook calendar with others

Do you want to share your calendar with your colleagues and other people in your workplace but are not sure how to proceed?  Don’t worry; in this article, we will discuss the simple ways to make the calendar sharing process a cakewalk for you.

Follow all the steps mentioned in the article as they are given to avoid the possibility of any error.  The steps outlined in the article work perfectly on Office 365 and versions of Outlook after 2013 to share Outlook calendar with others. 

What is Microsoft Outlook?

A panel showing number of applications including Microsoft Outlook

Microsoft Outlook is a versatile software that serves various purposes, including collaboration with other users to mark events, setting reminders for important events, scheduling meetings, etc. 

Microsoft Office has included Office 365 folders. It is primarily used to exchange emails (with an e-mail service like @Gmail, @hotmail, @msn, etc.) with team members by communicating with Microsoft servers.

The features like sharing a calendar via emails and managing important tasks make Outlook an important part of any firm.

Ways To share outlook calendar with others:

  1. Steps to share your new calendar in Microsoft Outlook
  2. Steps to Share your Calendar with a Workmate
  3. How to view a calendar a workmate has shared with me?
  4. Steps to share your Calendar with a person outside of your organization
  5. How do you access a calendar shared by someone outside the organization?
  6. How to access a shared calendar if I use non-Microsoft software?
  7. Who has access to your calendar, and what permissions do they have?

1. Steps to share your new calendar in Microsoft Outlook

A calendar where we can add any important event or meeting

When sharing an Outlook Calendar, there can be two possible situations. First, you know the person you want to send this calendar to. Another scenario is when the user is sharing the calendar outside your organization. 

We will address how to approach both situations with the following steps.

2. Steps to Share your Calendar with a Workmate

The steps to share an outlook calendar known to you or works within the same organization are easy to follow. 

1.  Open the Outlook desktop application.

Opening the Outlook 2013 app

2. If multiple accounts are signed up in your office suite, ensure you choose the calendar only from the desired Microsoft account.

Interface showing various account options in Outlook

3. Go to the Home tab. Click Share calendar, and choose the desired calendar.

Home Tab in Outlook showing various options

4. Go to the Permissions tab and click on Calendar Properties. It will show you the list of the users who can access your calendar.

An interface displaying numerous calendar properties.

5. As per the default settings, anyone who works within the same company can only see the schedule of when you’re occupied, nothing more than that. 

6. However, the configurations vary from organization to organization. Hence, we will focus on how you can share it with a single user who works with you.

7. Now, hit the Add button to let someone access your calendar.

Adding a new user

8. Next, you will see your address book on the display. As per the default settings, it will show you the list of users from your organization.

Selecting the desired user from the list of available contacts.

9. If the desired user is not in the list, you can include them by clicking on the Add button. Click on OK.

Adding a new user who is not in the address book
  1. Once you add the user, Click OK. Your calendar will not be shared with that person.
Finalizing the process

10. The user’s name you’ve selected will be shown in the Permissions window. As per the default configuration, they will be set to “Can view all details.” 

Clicking on the button OK

This setting can be configured and changed at any time you wish.

3. How to view a calendar a workmate has shared with me?

  1. Click on the Home Tab.
  2. Select  Add Calendar.
  3. Click “Open Shared Calendar.”
  4. Subsequently, a window will open up. Input the name of the user whose shared calendar you want to view and click “OK.”

Now you can access all the calendars shared by that user under the “Shared Calendars” list.

4. Steps to share your Calendar with a person outside of your organization

The process of sharing a calendar with a user who works in another organization is not very different. 

1. Open OutlookDesktop application.

Launching the Outlook 2013 Desktop application

2. Open the desired Calendar that you have to share. 

3. If you’ve got multiple Microsoft accounts signed on your device, then ensure you select the calendar only from the required Microsoft account.

Setting where numerous account settings are available

4. Click on Home Menu. Click Share Calendar

Clicking on the Home Menu option

5. Next, the window mentioning Calendar Properties will open up. To share your calendar with a user, not on the list, click the “Add” option in the add users dialog box.

Checking the permission tab

6. You can see the list of users who can presently see your Outlook Calendar. 

7. The screen will display your Address book after this. From here, select “Contacts.” All the external contacts stored in your address book will be shown in the list.

Selecting from the list of available users

8. However, if you find the desired user is not in this list, you will first have to add that user. Add that user and click “OK.” Your calendar will be shared.

Clicking on the OK button

9. The user that you have selected will be included in the Permissions window. As per the default settings, they will be set to the “Can view all details” option. 

Clicking on the OK button

This option can be updated or changed anytime, as per your convenience. 

One major thing to notice here is that the people working outside your organization can not be granted “Delegate” or “Can edit” rights.

5. How do you access a calendar shared by someone outside the organization?

This is where things deviate from the usual way of accessing the shared calendar. 

The process of viewing the shared calendar by someone who’s not in your organization is slightly different. 

Follow the steps given below to access the shared calendar as a recipient.

  1. Tap on  “Accept and View calendar.” 
  2. You will be directed to the official website of Outlook. 
  3. You must log in to your account to see the shared calendar.

6. How to access a shared calendar if I use non-Microsoft software?

The methods mentioned in the article are not directly applicable if you do not own Outlook and use alternative software. 

The process is a bit laborious as it demands a few additional steps. We’ll explain by taking the reference of the Google Calendar.  This is because it’s one of the most preferred Calendar software available in the market right now. 

However, the steps are equally valid for any other calendar software you may use.

  1. Open Gmail (or any email service you use) and log in to your email account. 
  2. Open the sharing invitation mail.
  3. You will see the new email will open up. Right-click on the “this URL” option at the lower right corner of the mail.
  4. Select “Copy Link Location.”
  5. Log in to your Google Calendar.
  6. Tap on three dots beside “Add Calendar.” 
  7. Select “From URL.”
  8. Paste the URL that you copied.
  9. Click on “Add Calendar.”

The calendar will not appear in the Other Calendars list on the left side of the display. 

7. Who has access to your calendar, and what permissions do they have?

When sharing your calendar, you have multiple levels of details to select from.

  1. Can view when I’m busy: Those with this access level on your calendar will only see when you’re present.
  2. Can view Titles and Locations: Those with this permission level may view your availability, content, and meeting venues.
  3. Can view all details: Those with this access level on your calendar can view full details of your meetings precisely as you do.

Conclusion

This brings us to the end of this article. In the article, we talked about how to share the calendar with people inside and outside the organization. 

We discussed how you could see the shared calendars. We also explained how you could grant permission to other users per the requirement.

FAQs

How Can I Disable The Access Of Users To My Shared Calendar?

You can withdraw permission to access your calendar from anyone at any moment. 
Remember that Microsoft 365 and the user’s Outlook may take some time to update view permissions for your calendar.
1. Select the Calendar.
2. Click on Home. Select Calendar Permissions.
3. In the permission tab, you will find the list of the users who can access this calendar. Select the user’s name you want to remove, and click on Remove.
4. Tap on the OK button.

Why Am I Getting An Error Message Saying, “This Calendar Can’t Be Shared.”?

There are three probable explanations for the notification “This calendar cannot be shared.”
– The email address provided is invalid.
– It’s a Microsoft 365 Group email address.
– The email was sent by an external user who isn’t associated with your company.

When Should I Share My Calendar Via Email?

One primary reason people prefer to share calendars using emails is that using this method, you can send them a static copy of the calendar.  You can also specify the period of the specific date range you wish to share. 
This will keep your scheduled updates safe and private.  Using this method, you can ensure that the recipient will receive a snapshot of your calendar.