The following article explains how to share your calendar using Outlook for Windows, Outlook for Mac, the Outlook mobile app, and Outlook on the web.
When sharing your calendar, you have the opportunity to define viewing and/or editing permissions. In Outlook, calendar permissions are defined as:
- Can view when I'm busy: users will have permission to see only when you are busy, but not the details of items on your calendar.
- Can view titles and locations: users will have permission to see when you are busy, plus the titles and locations of items on your calendar.
- Can view all details: users will have permission to see all details of items on your calendar.
- Can edit: users will have permission to view, edit, and delete meetings or appointments.
- Delegate: users will have permission to view, edit, and delete meetings or appointments. Delegates can also create and respond to meeting requests on your behalf.
- For My Organization, delegate is not a permission level selection; delegate is only an option when assigning individual users delegation permissions.
Calendar Sharing: Outlook for Windows
1. From the Outlook navigation pane on the far left, select the Calendar icon. Under My Calendars, right-click on Calendar and select Sharing Permissions. (Alternatively, from the Calendar icon, on the Home tab, you can also select Share Calendar to get to this same screen.)
2. Within Calendar Properties under the Permissions tab, you will see who you are currently sharing your calendar with, along with the current permission level.
When sharing your calendar, you have the opportunity to define viewing permissions. In Outlook, calendar permissions are defined as:
- Can view when I'm busy: users will have permission to see only when you are busy, but not the details of items on your calendar.
- Can view titles and locations: users will have permission to see when you are busy, plus the titles and locations of items on your calendar.
- Can view all details: users will have permission to see all details of items on your calendar.
- Can edit: users will have permission to view, edit, and delete meetings or appointments.
- Delegate: users will have permission to view, edit, and delete meetings or appointments. Delegates can also create and respond to meeting requests on your behalf.
- For My Organization, delegate is not a permission level selection; delegate is only an option when assigning individual users delegation permissions.
3. If you need to share your calendar with a new user, click Add.
4. Enter the contact name of the user you want to share your calendar with, select their name, click Add, and click OK.
5. You will now see the user's name appear in your "currently sharing with" list in the Calendar Properties box. Edit permissions details if necessary, and click Apply.
The user you've shared your calendar with will receive a sharing invitation by email. Once the user selects Accept, they will see your shared calendar in their calendar list.
Users can also be removed from calendar permissions on this same screen by selecting Remove.
Note: If you select delegate permissions for a user, you can choose whether or not you would like the user to view private calendar events.
6. After making all changes, click Apply and either click OK or X to close the Calendar Properties box.
New Outlook for Windows: if you are using "New" Outlook for Windows, calendar sharing will look identical to Outlook on the Web. For instructions, click the orange button above for Outlook on the Web.
Additional information on calendar sharing can be found on Microsoft's Classic Outlook Sharing Support Page and Microsoft's New Outlook Sharing Support Page.
Additional information on calendar edit or delegate permissions can be found on Microsoft's Classic Outlook Edit/Delegate Support Page and Microsoft's New Outlook Edit/Delegate Support Page.
Calendar Sharing: Outlook for Mac
1. From the Outlook navigation pane on the far left, select the Calendar icon. Under My Calendars, right-click on Calendar and select Sharing Permissions.
2. Within Calendar Properties under the Permissions tab, you will see who you are currently sharing your calendar with, along with the current permission level.
When sharing your calendar, you have the opportunity to define viewing permissions. In Outlook, calendar permissions are defined as:
- Can view when I'm busy: users will have permission to see only when you are busy, but not the details of items on your calendar.
- Can view titles and locations: users will have permission to see when you are busy, plus the titles and locations of items on your calendar.
- Can view all details: users will have permission to see all details of items on your calendar.
- Can edit: users will have permission to view, edit, and delete meetings or appointments.
- Delegate: users will have permission to view, edit, and delete meetings or appointments. Delegates can also create and respond to meeting requests on your behalf.
- For My Organization, delegate is not a permission level selection; delegate is only an option when assigning individual users delegation permissions.
3. If you need to share your calendar with a new user, click the plus sign (+) in the lower left corner.
4. Enter the contact name of the user you want to share your calendar with, select their name, adjust sharing permissions using the drop-down arrows, and click Add.
5. You will now see the user's name appear in your "Permissions" list in the Calendar Properties box. Edit permissions details if necessary, and click Done.
The user you've shared your calendar with will receive a sharing invitation by email. Once the user selects Accept, they will see your shared calendar in their calendar list.
Note: If you select delegate permissions for a user, you can choose whether or not you would like the user to view private calendar events.
6. Users can also be removed from calendar permissions on this same screen by clicking the minus icon (-) and clicking Done.
7. After making all changes, click Done close the Calendar Properties box.
Additional information on calendar sharing and delegation can be found on Microsoft's Outlook for Mac Sharing Support Page.
Calendar Sharing: Outlook Mobile App
1. From the Outlook app on your iOS or Android device, tap the Calendar icon to view your calendar, and tap the round Calendar menu (your account icon) in the upper-left corner.
2. Tap the Gear icon next to Calendar under My Calendars.
3. Tap Add People to share your calendar with a new user.
4. Type the contact name of the user you want to share your calendar with, and tap the right arrow.
5. Click the user's name to edit calendar permissions.
When sharing your calendar, you have the opportunity to define viewing permissions. In Outlook, calendar permissions are defined as:
- Can view when I'm busy: users will have permission to see only when you are busy, but not the details of items on your calendar.
- Can view titles and locations: users will have permission to see when you are busy, plus the titles and locations of items on your calendar.
- Can view all details: users will have permission to see all details of items on your calendar.
- Can edit: users will have permission to view, edit, and delete meetings or appointments.
- Delegate: users will have permission to view, edit, and delete meetings or appointments. Delegates can also create and respond to meeting requests on your behalf.
- For My Organization, delegate is not a permission level selection; delegate is only an option when assigning individual users delegation permissions.
6. Once you have set the user's calendar permissions, tap the back left arrow and then tap the check next to Share Calendar. You will now see the user in your list of users who have sharing permissions for your calendar. To remove sharing permissions, you can tap the user's name, and tap remove.
The user you've shared your calendar with will receive a sharing invitation by email. Once the user selects Accept, they will see your shared calendar in their calendar list.
Additional information on calendar sharing can be found on Microsoft's Outlook App Calendar Sharing Support Page.
Calendar Sharing: Outlook on the Web
1. Login to your Outlook account at owa.auburn.edu. From the Outlook navigation pane on the far left, select the Calendar icon. Under My Calendars, right-click on Calendar and select Sharing Permissions. (Alternatively, from the Calendar icon, on the Home tab, you can also select Share to get to this same screen.)
2. From the Sharing and Permissions window, you will see who you are currently sharing your calendar with, along with the current permission level.
When sharing your calendar, you have the opportunity to define viewing permissions. In Outlook, calendar permissions are defined as:
- Can view when I'm busy: users will have permission to see only when you are busy, but not the details of items on your calendar.
- Can view titles and locations: users will have permission to see when you are busy, plus the titles and locations of items on your calendar.
- Can view all details: users will have permission to see all details of items on your calendar.
- Can edit: users will have permission to view, edit, and delete meetings or appointments.
- Delegate: users will have permission to view, edit, and delete meetings or appointments. Delegates can also create and respond to meeting requests on your behalf.
- For My Organization, delegate is not a permission level selection; delegate is only an option when assigning individual users delegation permissions.
3. If you need to share your calendar with a new user, type the user's contact name or email, edit the sharing permissions, and click Share.
The user you've shared your calendar with will receive a sharing invitation by email. Once the user selects Accept, they will see your shared calendar in their calendar list.
4. You will now see the user's name appear in the list on the Sharing and Permissions window.
5. Users can also be removed from calendar permissions on this same screen by clicking the Trashcan icon.
6. After making all changes, close out of the Sharing and Permissions window.
Additional information on calendar sharing can be found on Microsoft's Outlook on the Web Sharing Support Page.