The quickest way to share your Outlook calendar
To share your Outlook calendar, open the calendar you want to share, right-click it in the left sidebar, and select "Sharing and permissions". From there, you can add specific people's email addresses and choose what they can see — whether they view only free/busy time, see event titles and details, or edit the calendar themselves. The person you share with will receive an email invitation and can accept it to see your calendar in their own Outlook.
The exact steps differ slightly depending on whether you use Outlook on the web, Outlook desktop, or Outlook on a phone, but the principle is the same: you control who sees what, and they see it in their own calendar view without needing a separate login.
Key Takeaways
- You can share your calendar with specific people by their email address, and they will see it appear in their own Outlook calendar list.
- You choose the permission level: others can view only whether you are busy, see full event details, or edit events themselves.
- The person you share with must accept the sharing invitation before they can see your calendar.
- You can change or remove sharing permissions at any time by going back to the sharing settings for that calendar.
Sharing a calendar in Outlook on the web
Log into Outlook.com or your work Outlook account in a web browser. On the left side, find the calendar you want to share — this is usually "Calendar" under your name, but you might have created additional calendars. Right-click the calendar name and select "Sharing and permissions".
A panel will open on the right side. Click "Share" and type in the email address of the person you want to share with. Before you click "Share", you will see a dropdown menu that says "Can view when I'm busy". Click this to choose your permission level: "Can view when I'm busy" means they see only blocks of time marked as busy or free, "Can view titles and details" means they see what each event is called and its description, and "Can edit" means they can add, change, or delete events on your calendar. Select the level you want, then click "Share". The person will receive an email invitation.
Sharing a calendar in Outlook desktop (Windows or Mac)
Open Outlook on your computer. In the left sidebar under "My Calendars", right-click the calendar you want to share and select "Sharing and Permissions" (on Mac, this may say "Properties" or "Sharing").
A window will open. Click the "Sharing" tab if it is not already selected. Click "Add" or the plus button to add a person. Type their email address in the field that appears. In the "Permission Level" dropdown, choose what they can do: "Reviewer" means they see only your free and busy time, "Editor" means they see details and can make changes, and "Owner" means they have full control (you usually do not want to give this). Click "OK" to save. The person will receive an email invitation to view your calendar.
Sharing a calendar on Outlook mobile
Open Outlook on your phone or tablet. Tap the calendar icon at the bottom. Find the calendar you want to share and swipe left on it (iPhone) or long-press it (Android). Select "Sharing" or "Share calendar".
Tap "Add person" and enter their email address. You will see options for what they can view — usually "Can view when I'm busy" or "Can view details". Choose the level you want and tap "Share". They will receive an invitation by email.
Understanding permission levels
Can view when I'm busy (or "Reviewer" on desktop) shows only blocks of time marked as busy, free, tentative, or out of office. The other person cannot see event titles, descriptions, or locations. Use this when you want someone to know your availability without sharing details — for example, a colleague who needs to schedule meetings with you.
Can view titles and details (or "Editor" on desktop) shows the full event information: titles, times, locations, descriptions, and attendees. The person cannot change anything. Use this for team members, family members, or assistants who need to see what you are doing and when.
Can edit (or "Owner" on desktop) lets the other person add, change, or delete events on your calendar as if it were their own. Use this only for people you trust completely, such as an executive assistant or a spouse managing household schedules.
Changing or removing shared access
To change what someone can see, go back to the sharing settings for that calendar. In Outlook on the web, right-click the calendar and select "Sharing and permissions", then find the person's name and click the permission dropdown to change it. On desktop, right-click the calendar, select "Sharing and Permissions", find the person in the list, and change their permission level in the dropdown.
To stop sharing with someone, find their name in the sharing settings and click "Remove" or the minus button. They will no longer see your calendar, though they will not receive a notification that access has been removed.
What happens when someone accepts your invitation
When you share your calendar, the other person receives an email with a link or an "Add to calendar" button. If they click it, your calendar will appear in their Outlook calendar list on the left side, usually under "Other calendars" or "People's calendars". They can then see your events according to the permission level you set. They can also remove your calendar from their view at any time by right-clicking it and selecting "Remove".
If the person uses a different email service like Gmail, they may still be able to view your calendar through a web link, but the experience will be different — they will see it in a browser rather than in their own calendar app. Check with them about what they see on their end.
Frequently Asked Questions
Can I share my calendar with someone who does not use Outlook?
Yes, but the experience depends on their email service. If they use Gmail or another service, you can send them a link to view your calendar in a web browser, though they will not see it integrated into their own calendar app the way an Outlook user would. Some services allow you to subscribe to a calendar using an .ics file link, which updates automatically.
What if someone I shared with can no longer see my calendar?
Check that you did not remove them from the sharing settings by accident. Also confirm they are using the correct email address — if they changed email addresses, you will need to remove the old one and add the new one. If they are using a work account, their IT department may have blocked calendar sharing, so ask them to check with their administrator.
Can I share only specific events instead of my whole calendar?
No, Outlook shares the entire calendar, not individual events. If you want to share only certain events, you can create a separate calendar for those events and share that calendar instead, keeping your personal calendar private.
Will the person I share with see changes I make to events in real time?
Yes, if they have your calendar open in Outlook, changes usually appear within a few minutes. If they are viewing it in a web browser, they may need to refresh the page to see updates.
Can I share my calendar with a group or team instead of individual people?
In Outlook on the web and some desktop versions, you can share with a Microsoft 365 group or distribution list by entering the group email address instead of an individual email. Everyone in that group will then see your calendar. Check your organization's policies, as some workplaces restrict this feature.