How to Share a Calendar in Outlook: A Step-by-Step Guide

Sharing a calendar is an essential aspect of working collaboratively with others. With the rise of remote work and virtual meetings, it has become necessary to have a tool that enables easy access to schedules and updates. This is where Outlook comes in handy. With its vast range of features, Outlook offers a seamless way to share calendars with coworkers, team members, and family. In this blog post, we’ll discuss how to share a calendar in Outlook step-by-step. By the end of this post, you should be able to easily share your calendar with others and stay organized.


Outlook is a powerful tool for managing your schedule and staying organized. Whether you’re an individual user or part of a team, sharing your calendar can help facilitate collaboration and streamline communication. In this blog post, we’ll walk you through the steps to successfully share your Outlook calendar with others. We’ll cover everything from accessing your calendar to choosing permissions and sharing the link via email. By the end of this guide, you’ll have a clear understanding of how to maximize productivity and efficiency by sharing your Outlook calendar. So let’s get started!

Why Share a Calendar in Outlook?

Sharing a calendar in Outlook can be a game-changer for your work productivity and collaboration with others. Here are some of the reasons why:

Collaboration: By sharing your calendar with coworkers or team members, you can easily schedule meetings, plan projects, and coordinate tasks. You can see when others are available and avoid scheduling conflicts.

Productivity: Sharing your calendar can help you prioritize your tasks and make the most of your time. You can set reminders for deadlines, block off time for important work, and track your progress towards your goals.

Teamwork: When you share your calendar, you can also get a better understanding of your colleagues’ schedules and availability. This can foster collaboration and build trust among team members, leading to more effective teamwork and better results.

For example, imagine that you are working on a project with several team members. By sharing your calendars, you can all see when everyone is available for meetings, work sessions, and other project-related activities. This makes it easier to plan and stay on track, reducing the risk of delays or misunderstandings.

Furthermore, by seeing each other’s calendars, team members can get a better sense of what everyone is working on and how they can support each other. This can lead to a more collaborative and productive work environment.

In summary, sharing your calendar in Outlook can have many benefits for collaboration, productivity, and teamwork. Whether you are working on a project with others or simply need to manage your own schedule more effectively, sharing your calendar can help you achieve your goals and stay on top of your work.

Step 1: Open Outlook Calendar

Step 1: Open Outlook Calendar

The first step in sharing your calendar in Outlook is to access the calendar itself. This process is straightforward and can be completed in just a few clicks.

To begin, open Outlook on your computer or mobile device. Once you have launched the application, navigate to the “Calendar” tab located at the bottom of the screen. From there, you will be presented with an overview of your current calendar schedule for the day, week, or month.

If you prefer to view your calendar as a standalone item, you can choose to open it in a separate window by selecting the “Open Calendar” option in the navigation pane. This will allow you to view your calendar without any other distractions from your inbox or other features of Outlook.

Additionally, if you have multiple calendars set up within Outlook, you can easily switch between them by clicking on the arrow next to the current calendar’s name in the top left-hand corner of the screen. This feature is useful if you need to share a specific calendar with someone while keeping others private.

Overall, opening your Outlook calendar is the first crucial step towards maximizing your productivity and collaboration with others. By having easy access to your schedule, you can stay informed about upcoming events and deadlines, and ensure that your teammates are aware of any scheduling conflicts or changes.

Step 2: Select the Calendar to Share

Step 2: Select the Calendar to Share

Choosing which calendar to share is an important step in the process of sharing a calendar in Outlook. There are many reasons why you might need to share a calendar, such as for work meetings or personal events, and it’s essential to ensure you select the right one to share.

Firstly, it’s essential to note that you can only share calendars that you own. If you’ve created multiple calendars in Outlook, you must determine which one to share with others. For example, if you’re working on a project with your team, you may want to share a project-specific calendar that includes all the relevant deadlines and milestones.

Once you’ve decided which calendar to share, you’ll need to choose who you want to share it with. You can either share the calendar with specific individuals or make it available to anyone with the link. Depending on what you’re using the calendar for, you may want to limit access to certain people.

Another factor to consider when selecting a calendar to share is the level of detail you want to include. You can choose to share your entire calendar, including private appointments, or only share certain events. It’s essential to think about what information you want to keep private and what can be shared with others.

Finally, it’s worth checking the title of the calendar before sharing it with others. Ensure that the title is descriptive and easy to understand so that your coworkers or family members can quickly identify the purpose of the calendar.

In conclusion, choosing the right calendar to share in Outlook requires careful consideration. Consider who needs access to the calendar, the level of detail you want to include, and the title of the calendar before sharing it with others. By doing so, you will be able to maximize collaboration and productivity while maintaining privacy and organization.

Step 3: Choose Permissions for the Shared Calendar

When sharing a calendar in Outlook, it’s important to choose the right permissions for the intended audience. By selecting appropriate permission levels, you can ensure that everyone has the access they need without compromising the security of your calendar.

There are several different permission levels available when sharing a calendar in Outlook. The most common levels are:

  • Owner: This level gives full control over the calendar, including the ability to add or delete events and change permissions.
  • Editor: Editors can add and edit events, but cannot change permissions or delete the calendar.
  • Contributor: Contributors can add new events, but cannot edit or delete existing events.
  • Reviewer: Reviewers can see all events on the calendar, but cannot make any changes.
  • Free/Busy: This level only shows when you are available or busy, making it ideal for sharing with external contacts who need to schedule meetings with you.

In addition to choosing a permission level, you can also customize editing permissions for specific individuals by selecting “Custom” from the dropdown menu. This allows you to give some people more control over the calendar than others, depending on their role in the organization.

For example, if you’re sharing a calendar with a team of editors, you might want to give them “Editor” permissions so they can add and edit events as needed. However, if you’re sharing the same calendar with a group of clients, you might want to limit their access to “Free/Busy” so they can only see when you’re available for meetings.

By carefully considering permission levels and editing permissions, you can ensure that your shared outlook calendar is both secure and functional, helping to increase collaboration and productivity within your team.

Now that you have selected the calendar to share and chosen the appropriate permission levels, it’s time to retrieve the sharing link. This link will allow your colleagues or teammates to access your shared calendar.

The sharing link is also known as the calendar URL. It is a unique web address that provides access to your calendar. This means that anyone who has the link can view your calendar, depending on the permissions you have set.

To retrieve the sharing link, follow the steps below:

  1. In Outlook Calendar, right-click on the calendar that you want to share.
  2. Select “Sharing Permissions” from the dropdown menu.
  3. In the “Sharing” tab, click on “Publish This Calendar”.
  4. Choose the level of detail that you want to share. You can choose to share all details, limited details, or availability only.
  5. Click on the “Advanced” button to customize the sharing options further.
  6. Once you have made your selections, click on the “Save” button.
  7. The sharing link (calendar URL) will be displayed in the “Publishing Details” section.

It’s important to note that the sharing link is unique to each calendar. If you have multiple calendars that you want to share, you’ll need to repeat these steps for each one.

Once you have retrieved the sharing link, you can share it with your colleagues or teammates through email or messaging apps. They will be able to click on the link and access your shared calendar, based on the permissions you have set.

By retrieving the sharing link, you’re one step closer to maximizing collaboration and productivity with your team. Keep reading to learn how to share your calendar.

Step 5: Share Your Calendar

Step 5: Share Your Calendar

Once you have chosen the permissions for your shared calendar and retrieved its sharing link, it’s time to share it with your coworkers or teammates. There are a couple of ways to do so, but two of the most common ones are sending the calendar link or emailing the calendar.

One way to share your Outlook calendar is by sending the sharing link to the people you want to share it with. This link can be copied from the “Sharing” tab of the “Calendar Properties” window.

To send the link, you can either paste it into an instant message or chat box, or into an email. By doing so, your coworkers or teammates will be able to access your shared calendar through the link you provided, even if they don’t use Outlook.

Emailing the Calendar

Another way to share your Outlook calendar is by emailing it to your coworkers or teammates. This option is particularly useful if you want to provide more context or information about the events in your calendar.

To email your calendar, go to the “Home” tab in the Outlook ribbon and click on “Email Calendar”. A new window will pop up, where you can select the calendar you want to share, the date range you want to include, and additional details such as the level of detail and the layout format.

Once you have customized your email, you can simply click on “Send” and your coworkers or teammates will receive your shared calendar as an attachment.

Sharing your Outlook calendar is a great way to improve collaboration and productivity in your team. By using these simple steps, you can easily share your calendar with others and keep everyone on the same page.


In conclusion, sharing a calendar in Outlook is an easy and effective way to maximize collaboration and productivity. By following the step-by-step guide outlined above, you can quickly share your calendar with coworkers and teammates, allowing for seamless scheduling and task coordination.

It’s important to consider the permissions you assign when sharing your calendar, as well as who you share it with. For example, you may want to grant editing permissions to certain team members while only allowing others to view your schedule.

Overall, utilizing Outlook’s calendar sharing feature can greatly improve teamwork and organization within your workplace. Take advantage of this powerful tool to streamline communication and increase productivity.
Sharing your Outlook calendar is a crucial step towards maximizing collaboration and productivity in the workplace. In this post, we have learned how easy it is to share your calendar with coworkers and teammates by following these simple steps: opening the Outlook calendar, selecting the calendar to share, choosing permissions for the shared calendar, retrieving the sharing link, and finally, sharing your calendar. By sharing your calendar, you can avoid scheduling conflicts, streamline meetings, and stay on top of important events and deadlines. So, what are you waiting for? Start sharing your calendar today and experience the benefits of enhanced teamwork and efficiency!

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