Outlook: Sharing a Calendar in Outlook Desktop App

Summary

This article details how to set your calendar permission on the Outlook Desktop app for both Windows and Mac. Only the calendar owner can share a calendar. 

Note: We recommend sharing your calendar through Outlook on the Web.  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.

The "Delegate" option is only available on Outlook on the Web. For more detailed instructions, please refer to Outlook: Sharing a Calendar in Outlook on the Web.

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.

• To share a personal calendar on a Windows computer
• To share a personal calendar on a Mac

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 - Right-click the calendar you want to share and choose "Sharing Permissions" from the context menu.

Note: If you do not see the "Sharing Permissions" option, then you are not an owner of that calendar.  

Step 2 - Clicking "Add" will allow you to choose a user from the Global Address List.

Step 3 - To remove users, click the name in the Permissions tab and click "Remove".

Step 4 - Assign the appropriate permissions to the individuals with whom you intend to share. 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 "Apply".

Outcome

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

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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 - Click the "three dots" next to the calendar you want to share and choose "Sharing Permissions" from the context menu.

Note: If you do not see the "Sharing Permissions" option, then you are not an owner of that calendar.  

Step 2 - Clicking the plus symbol ( + ) will allow you to choose a user from the Global Address List.

Step 3 - To remove users, click the name in the Permissions tab and click the minus symbol ( - ).

Step 4 - Assign the appropriate permissions to the individuals with whom you intend to share. 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 "Done".

Outcome

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

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Further Readings

Outlook: Sharing a Calendar in Outlook on the Web

Managing Delegate Access

Microsoft Support - Share an Outlook calendar with other people - Windows

Microsoft Support - Share your calendar in Outlook for Mac 

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!

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