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How to share a calendar

Calendars & Scheduling KB-058

Summary

This guide helps you troubleshoot and resolve: How to share a calendar. Follow the steps below to fix the issue.

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Common Causes

Overview

Sharing your calendar lets colleagues see your availability and, where you allow it, view event details. Calendar sharing works only with an Exchange or Office 365 mailbox; PST or other local calendars cannot be shared.

Share Calendar in Outlook Desktop

Method 1: Quick Share (Current Ribbon)

  1. Open Outlook.
  2. Select the Calendar icon in the navigation pane.
  3. On the Home tab, click Share â–ş Calendar.
  4. Enter the recipient’s email address.
  5. Choose a permission level (see the table below).
  6. Click Send to deliver the invitation.

Method 2: Calendar Permissions

  1. In Calendar view, right‑click the calendar you want to share (under My Calendars).
  2. Choose Properties â–ş Permissions. (In older Outlook versions this may appear as Share Calendar.)
  3. Add the recipients and set their permission levels.
  4. Click Send to deliver the invitation.

Permission Levels

Level Description
Free/Busy Shows only whether you are free or busy; no details are visible.
Limited Details Shows subject and location (if you allow it) but not full event details.
Full Details Shows all information for each event.
Editor (Can edit) Full details plus the ability to create, modify, or delete events.
Reviewer (Read‑only) Can view all event details but cannot make changes.
Owner Full control over the calendar, including permission management.
Delegate Full details and the ability to act on your behalf (create, edit, delete) as a delegated user.

Share Calendar in Outlook on the Web

  1. Navigate to outlook.office.com and sign in.
  2. Click Calendar in the left navigation pane.
  3. On the toolbar, select Share â–ş Calendar.
  4. Enter the person’s email address.
  5. Choose a permission level from the dropdown.
  6. Click Share to send the invitation.

Share Calendar from Your Phone

Outlook for iOS and Android does not provide a direct “Share” button. Share the calendar from Outlook Desktop or Outlook on the Web first; the shared calendar will then appear automatically in the mobile app.

  1. Share the calendar using one of the desktop/web methods above.
  2. Open the Outlook mobile app.
  3. Tap the Calendar icon.
  4. The shared calendar will be listed under Shared Calendars. If it does not appear, pull down to refresh or ensure the mobile device is synchronising with Exchange/Office 365.

Accept a Shared Calendar

  1. You’ll receive an email invitation.
  2. Open the email and click Accept.
  3. The shared calendar appears under Shared Calendars in your Calendar view.

Tips

  • Share with everyone in your organisation: Add a distribution list or your organisation’s address (e.g., all@yourdomain.com) as the recipient.
  • External sharing: May require approval from your IT administrator.
  • Revoke access: In Outlook Desktop, right‑click the shared calendar, choose Properties â–ş Permissions, and remove or change the user’s rights.
  • For more on scheduling meetings, see Using Outlook Calendar and Scheduling Meetings.
  • Need to add a new email address to Outlook? See How to add email to Outlook.

Troubleshooting

  • If the recipient does not receive the invitation, verify that external sharing is allowed, the address is correct, and that no admin policy blocks sharing.
  • When the shared calendar shows no events, ensure the correct permission level (e.g., Full Details or Editor) was selected.
  • External recipients may only see Free/Busy information if the organisation restricts detail sharing.
  • After changing permissions, a blank calendar can appear for the recipient; ask them to refresh the view or re‑accept the invitation.
  • Delegate permissions sometimes do not propagate to mobile devices; ensure the device is synchronising and consider re‑adding the delegate on the desktop.
  • Calendar not syncing on mobile? Verify that the mobile app is connected to the same Exchange/Office 365 account and that background sync is enabled.
  • For issues where a calendar invite does not appear, refer to Calendar invite not showing.
  • Time‑zone mismatches can cause events to appear at incorrect times; see How to fix timezone discrepancies in calendar invites for Outlook and Google Calendar.

Need Help?

If you’re unable to share a calendar or encounter other issues, open a ticket.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

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