How To Share Outlook Calendar?

When users need to share Outlook Calendar with someone else they often face problem that they don't know how to share Outlook Calendar.

You can share your Outlook calendar easily. However, depending on how you share it, the people you share it with might have difficulty accessing it. Here are some ways on how to share your Outlook calendar if the recipient is a colleague or someone external.

How to Share Outlook Calendar to a Co-Worker?

If the recipient is a colleague or someone who works in the same organization, it is simple to share your calendar for events and meetings. 

1. You need to access your calendar on Outlook and click “Home.” Then, go to “Share Calendar” and click “Calendar.” You just need to keep in mind to choose the specific calendar you want to share if you use if you have more than 1 account on Outlook.
   
2. Accessing the “Calendar Properties” allows you to access “Permissions.” This tab will show people who can access your calendar. For instance, you can set your Outlook calendar to be seen by anyone who is part of your organization when you are busy. Apart from them, no one else can see it. Your ITs might have changed the settings, so here is a way to share it with a specific recipient in your organization.
   
3. Click “Add” to start sharing your calendar with your colleague.
   
4. By clicking it, you will launch your address book and show the people who are in your organization by default. Add the recipient you want to share your calendar and click “OK” once you are done.
   
5. The recipient you chose can be seen in “Permissions.” The permission setting will be in “Can view all details” by default. You can change it and click “OK” again.
   Choosing “Can view all details” means the recipient can see the time, location, subject, and other information in your calendar.  “Can edit” allows the recipient to make changes in your calendar. “Delegate” means the recipient can make changes in your calendar, send, and answer invitations on your behalf, 

How to Share Your Outlook Calendar to People Outside Your Organization?

1. The process of starting to share your calendar with people outside your organization is similar to sharing it with people in your organization. You access your calendar on Outlook, click “Home.” Then, choose “Share Calendar” and then “Calendar.” If you have more than 1 account on Outlook, you have to make sure that you pick the right account for the calendar you want to share.
2. When you click “Calendar Properties,” you can access “Permissions” which shows you who currently can access your calendar. 
3. Start sharing your calendar by clicking “Add.”
4. You will see your address book. Click the dropdown menu and choose “Contacts.” It will show you the contacts that are not in your organization. Please keep in mind that you have to add them to your address book first.
5. Choose the contact you want to share your calendar and click “OK.”’
6. The contact you chose can be seen in “Permissions.” Similar to sharing your calendar with a co-worker, the permission settings will be in “Can view all details” by default. You can make changes also, but you cannot choose “Can edit” or “Delegate” for external contacts. Click “OK” to share your calendar. 

Receiving the Shared Outlook Calendar

The way your external recipient who does not have Outlook receives your invitation to view your Outlook calendar is different from the way your colleague receives it. Both will receive an email. For your colleagues, they can just click “Accept and view calendar” and it will direct them to log into their accounts on Outlook.

For external contacts who do not have Outlook, they have to click “this URL.”

Summary: Share Outlook Calendar

• Click the Calendar icon in the Navigation Pane.
• On the Home tab, in the Share group, click Share Calendar, and then click Share Calendar again.
• In the box labeled To, enter the name of each person you want to share your calendar with and then click Add.
• Select the level of detail you want to share.
• Under Permissions, select a user or distribution from your Contacts list.
• Select a permission level from the Permission Level drop-down list.
• In Subject, type an optional message that will appear in email sent to recipients. The Subject line will appear in their Outlook Inbox as well as their e-mail client's Inbox(e.g., Hotmail, Yahoo, or Gmail). The subject is limited to 255 characters in length.
• If you'd like to limit how long they can see your calendar's free/busy time, set an expiration date by clicking the checkbox next to Expiration Date and entering a date on the calendar that appears below.

Conclusion

That is it. Sharing your calendar on Outlook is easy when you follow these methods.