How to Share Outlook Calendar on Windows, Web, and Mobile Devices

You can share Outlook Calendar from your Windows computer, on the web, or on your phone. Sharing works on all these devices with just a few taps or clicks. When you share Outlook Calendar, you choose who can see your events and what details they can view. Picking the right permission is important because it keeps your information safe and helps you work better with others.

Sharing your calendar lets your team see when you are free, stops double-booking, and keeps everyone organized. Real-time updates and easy choices mean fewer missed deadlines and less mix-up. You can also sync work and personal calendars to stop conflicts.

Key Takeaways

• You can share your Outlook Calendar on Windows, the web, or mobile devices. It only takes a few clicks or taps. - You can pick who sees your calendar. You can also set what they can view or change. - Sharing your calendar helps stop schedule problems. It keeps your team organized and up to date. - If you have trouble sharing, check your account type. Also check permissions, internet connection, and software updates. - Check often who can see your calendar. Update this to keep your information safe and private.

Share Outlook Calendar

Sharing your calendar helps everyone stay on the same page. You can do this on Windows, the web, or your phone. Each way is a little different, but you always get to pick who sees your calendar and what they can view.

Windows

You can Share Outlook Calendar right from your desktop. Here’s how you do it:

1. Open Outlook and click on Calendar in the side panel.

2. Under My calendars, right-click the calendar you want to share.

3. Select Sharing and permissions.

4. Type the email address of the person you want to share with.

5. Pick the permission level you want to give (like Can view all details or Can edit).

6. Click Share to send the invite.

Tip: You can share your calendar with people inside or outside your organization. If you share with someone who does not use Outlook, they need a Microsoft 365 or Outlook.com account to see your calendar.

You can also control what others see. You might let someone see only when you are busy, or you can let them see all the details. If you want to stop sharing, just go back to Sharing and permissions, find the person, and remove them.

If you want to publish your calendar for anyone to see, go to Settings > Calendar > Shared calendars. Pick your calendar and permission level, then click Publish. You can share the link with anyone. To unpublish, just select Unpublish.

Sometimes, you might run into problems. For example, someone might get an error saying the sharing invite is not valid or has expired. This can happen even if you set everything up right. If this happens, try sending a new invite or ask your IT team for help.

Web

Sharing your calendar on the web is quick and easy. Here’s what you do:

1. Go to Outlook on the web and open your calendar.

2. Click the Share button at the top of the calendar view.

3. Enter the email address of the person you want to share with.

4. Choose the permission level, like Can edit or Delegate.

5. Click Share to send the invite.

You can Share Outlook Calendar with people inside or outside your company. You get to pick if they can only see when you are free, see some details, or see everything. If you want someone to help manage your meetings, give them delegate access.

Mobile

You can Share Outlook Calendar from your phone, too. The steps are simple on both Android and iPhone:

1. Open the Outlook app.

2. Tap the calendar menu (usually in the upper left).

3. Tap the gear icon for settings.

4. Tap Add People and pick who you want to share with.

5. Tap the person’s name to set their permissions (view or edit).

6. Tap the checkmark to confirm.

Note: The mobile app gives you fewer options than the web or desktop. You can still choose if someone can only view or also edit your calendar.

You can also add a shared calendar from someone else. Just tap Add Shared Calendars in the app, search for the person, and add their calendar if you have permission.

No matter which device you use, you control who sees your calendar and how much they see. Sharing works both inside and outside your organization. You can always change or stop sharing later.

Permissions

Permission Levels

When you share your Outlook calendar, you get to pick what others can do with it. Outlook gives you several permission levels. Here’s a quick look at the most common ones:

Tip: Delegate access is special. Delegates can manage your calendar and handle meeting invites for you. This is great if you have an assistant or need someone to help with scheduling.

You can also choose simple options like “Can view when I’m busy,” “Can view titles and locations,” or “Can view all details.” If you use Outlook.com for personal email, you only get view or edit options—no delegate access.

Change or Remove Access

You stay in control of your calendar. If you want to change what someone can see or do, or if you want to stop sharing, just follow these steps:

1. Open your calendar in Outlook.

2. Go to the calendar’s permissions or sharing settings.

3. Find the person’s name in the list.

4. To change their access, pick a new permission level from the dropdown.

5. To remove them, select their name and choose “Remove.”

6. Save your changes.

You can update or revoke access at any time. This helps keep your calendar private and secure.

View Shared Users

Want to see who can view or edit your calendar? Outlook makes this easy:

• Open your calendar’s permissions or sharing settings.

• You’ll see a list of everyone who has access, along with their permission level.

• You can review this list anytime and make changes if needed.

Keeping track of shared users helps you manage your privacy. It’s a good idea to check this list now and then, especially if your schedule changes or you work with new people.

Troubleshooting

Sharing Issues

Sometimes, sharing your Outlook calendar does not work as expected. Maybe the Share button is grayed out, or your invite never reaches the other person. Here are some common reasons and what you can do:

1. You might not have the right account. Outlook calendar sharing needs an Exchange account. If you see the Share button grayed out, check your account type.

2. Permissions can cause trouble. Go to your calendar’s permissions and make sure you have not added someone twice or left old users in the list.

3. Network problems can stop sharing. Make sure your internet connection is stable.

4. Outdated software can block sharing. Update Outlook to the latest version.

5. Add-ins sometimes cause conflicts. Try opening Outlook in Safe Mode to see if sharing works.

6. If you send a calendar invite and the person does not get it, pick their name from the Global Address List instead of using autocomplete. This helps avoid permission errors.

Tip: If you still have problems, your IT team can help. Sometimes, the issue is on the server side.

Access Problems

You might share your calendar, but others cannot see it or get errors. Here are some things you can check:

• Bad network connections can stop calendars from syncing.

• Wrong or missing permissions often block access.

• Old versions of Outlook or Windows can cause problems.

• Large or broken cache files may stop calendars from loading.

• Add-ins or antivirus software can interfere with Outlook.

• Sometimes, your Outlook profile gets damaged.

To fix these issues:

1. Update Outlook and Windows.

2. Check calendar permissions and remove any old or duplicate users.

3. Disable add-ins by starting Outlook in Safe Mode.

4. Clear your Outlook cache files.

5. Create a new Outlook profile if nothing else works.

Reset Permissions

If you want to reset who can see your calendar, you have a few options:

1. Open your calendar in Outlook.

2. Go to Sharing and permissions.

3. Change or remove people from the list as needed.

4. Save your changes.

If you need more control, your IT admin can use PowerShell commands to set, change, or remove permissions for users. For example, they can block someone’s access or remove them completely. This helps keep your calendar private and secure.

Note: Only give high-level permissions, like Editor or Owner, to people you trust. This keeps your information safe.

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Sharing your calendar helps you keep track of plans. It also helps your team work together better. When you Share Outlook Calendar, others can see your schedule. This makes it easier to avoid booking things at the same time.

• Check who can see your calendar often. This helps keep your information safe and private.

• If you have trouble, try changing permissions or ask someone for help.

Remember, looking at permissions often lets you choose who sees your calendar and keeps it safe.

FAQ

How do you stop sharing your Outlook calendar?

Go to your calendar’s sharing settings. Find the person’s name. Click “Remove” next to their name. Save your changes. That person will not see your calendar anymore.

Can you share your Outlook calendar with someone outside your company?

Yes, you can. Enter their email address when you share. They need a Microsoft 365 or Outlook.com account to view your calendar.

Why can’t someone see your shared calendar?

Sometimes, the person needs the right permissions. Check if you shared with the correct email. Ask them to refresh their calendar. If it still does not work, try removing and re-adding them.

What’s the difference between “Can view all details” and “Can edit”?

Choose “Can edit” only if you trust the person.