Outlook: Sharing a Calendar in Outlook on the Web

Summary

This article details how to share a calendar in Microsoft Outlook on the Web.  Only the calendar owner can share a calendar.  Any changes you make on the web will then appear in installed Outlook apps.

How-To

When you share your calendar, you have to select which level of detail that person will have access to.  The options are:

Can view when I'm busy. Those sharing your calendar with this permission level can only see which times you're available.

Can view titles and locations. Those sharing your calendar with this permission level will see availability, the subject, and the meeting location.

Can view all details. Those sharing your calendar with this permission level will see all the details of your appointments.

Can edit. Those sharing your calendar with this permission level can make changes to your calendar.

Delegate. Those sharing your calendar with this permission level can make changes to your calendar and they will receive meeting requests and responses on your behalf.

We recommend that you keep the default permission level for "People in my organization" as "Can view when I'm busy." Calendars can be viewed by all USNH students, faculty, and staff.

Before sharing your calendar, consider which level of detail will be appropriate for the person you are sharing with.  The level of detail can also be changed afterwards.

Note: Shared calendars do not grant users the ability to edit other calendars. To edit another person’s calendar, they need to be made a delegate. 

Instructions

Step 1 - Open your USNH Email and sign in if required. Click the calendar icon on the left-hand side of your screen to go to the calendar section.

Step 2 - Click on "Share" at the top then choose the name of the Calendar you want to share.

Step 3 - Fill out the Share field with the user with whom you would like to share your calendar.  

Step 4 - Choose the level of details from the drop-down next to the shared user's name.  The default is "Can view all details", but you may prefer to only share "titles and locations" or "when I'm busy".

Step 5 - Click "Share". 

Step 6 - Repeat steps 3-5 to share the calendar with additional people, if desired.  When finished sharing, click the "X" to close the Sharing and permissions pop-up.

Outcome

Your calendar has been shared with the designated recipients at the level of detail you specified.

Further Readings

Outlook: Sharing a Calendar in the Outlook Desktop Application

Managing Delegate Access

Microsoft Support - Share your calendar in Outlook on the web ​

Microsoft Support - Manage someone else's calendar in Outlook on the web 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.