Calendar sharing in Outlook

This guide is for the Outlook desktop app and contains the following:

Adding a calendar

Sharing your calendar

Managing access to your calendar

Adding a calendar

In Outlook, you can add other people’s calendars, as well as calendars for resources, to see when they are busy/available.

1. Under the Home ribbon, select Open Calendar and then click on From Address Book... 
   

2. In the Global Address List, search for the calendar(s) you'd like to add. Double-click on their names to add them to the Calendar field.

3. Click OK.

4. By default, the calendars will open side-by-side. 

5. These calendars now appear in your list of calendars for future use. You can click on the person's or resource's name to show or hide the calendar. You can do the same with your own calendar.
   

Sharing your calendar

By default, other people will be able to see whether your time is marked as free or busy, but they will not be able to see any details of your appointments and meetings. For most, this is the preferred option. You can provide increased access to your calendar if your colleagues need to know the subject or all of the details of your meetings. 

1. In the Home ribbon, click Share Calendar.

2. In the To: field, enter the email addresses of the people you want to share your calendar with.
   Or click on the To: button. In the Global Address List, search for the people you'd like to share your calendar with. Double-click on their names to add them to the To field.

3. Click OK.

4. In the Details field, select the level of access you'd like them to have.
   Limited details: Ability to view meeting subject and location only.
   Full details: Ability to view all meeting details.

5. Click Send. An email will be sent to each person informing them that you've shared your calendar.
   

Managing access to your calendar

To view who has access to and can make updates to your calendar:

1. In the Home ribbon, click Calendar Permissions.
   

2. To change a person's access level:

   1. Select their name.

   2. In the Permission Level: field, select a new level of access.

3. To remove a person's access:

   1. Select their name.

   2. Click the Remove button.

4. Click Apply.

5. Click OK.

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