Share an Outlook calendar with other people

How to Share Your Outlook Calendar (Updated for Microsoft 365)

Step 1: Open Your Calendar

• In Outlook Desktop, go to the Calendar view.
• On the Home tab, select Share Calendar.
• If you have multiple calendars, choose the one you want to share.

Step 2: Add People to Share With

• In the Calendar Properties dialog box, click Add.
• Search for people in your organization or type their email addresses.
• Click OK to confirm.

Step 3: Set Permissions

• Back in the Calendar Properties window, select the person’s name.
• Choose the permission level:
  • Can view when I'm busy – Shows only free/busy times.
  • Can view titles and locations – Shows subject and location.
  • Can view all details – Shows full event details.
• Click OK to send the sharing invitation.

Once the recipient accepts the invitation, your calendar will appear in their Outlook under their calendar list.

How to Stop Sharing Your Calendar

• Go to Calendar > Home > Calendar Permissions.
• On the Permissions tab, select the person’s name.
• Click Remove, then click OK.

Common Issues

“This calendar can’t be shared” error

This may happen due to:

• Invalid email address.
• The email is linked to a Microsoft 365 Group.
• External sharing is disabled by your organization’s admin.

Optional: Publish Calendar to the Web

If your organization supports WebDAV or Exchange publishing:

• Go to Calendar > Home > Publish Online.
• Choose Publish This Calendar or Publish to WebDAV Server.
• Configure visibility and access settings, then click OK.

Note: Publishing to WebDAV is rarely used today. Most organizations prefer Exchange-based sharing or Outlook.com links.

Deprecated: Share Calendar via Email

The “Email Calendar” feature is no longer available in Microsoft 365. If you need to share a static version:

• Export your calendar to an .ics file.
• Send it manually via email