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How to share your Outlook calendar

Microsoft Outlook, whether the Windows application or the web version, has powerful calendaring functionality that can keep your schedule up to date and in perfect order. One of the best ways to help others keep up with your schedule is to learn how to share your Outlook calendar.

Here's how to do it, whether you're using the Outlook web version or the local application.

Difficulty

Easy

Duration

10 minutes

What You Need

  • Microsoft Outlook application

  • Web browser

How to share your Outlook Calendar on Windows

If you use Microsoft Outlook for Windows, then it's quite easy to share a calendar. Here are the steps.

Step 1: Open Outlook. Click on the Calendar icon in the lower left. Click Share calendar from the menu. You'll be presented with a list of calendars that can be shared – not every calendar you have configured in Outlook will be available.

Click on the calendar you want to share.

Selecting calendar to share in Microsoft Outlook.
Mark Coppock/Digital Trends

Step 2: You'll be presented with the Permissions section of the calendar Properties dialog box. Click the Add... button.

In the dialog that opens, you'll have access to your contact list to easily select a user to share with, or you can type an email address into the Add box. Select or add as many users as you'd like. Click on a contact and then the Add button to add a user from your contacts. This will add the user(s) with the default view permissions.

When you're done, click the OK button.

Adding users to share with in Microsoft Outlook.
Mark Coppock/Digital Trends

Step 3: In your list of users, you'll see the permissions options. Here, we see Can view and Can edit. Select each user and then choose your desired level of permissions for each.

When you're done, click the Apply button and then the OK button. This will send an email to each user, who can then accept or reject the calendar sharing invite.

Setting user permissions in Microsoft Outlook.
Mark Coppock/Digital Trends

How to share your Outlook calendar on the website

You can also use the Outlook web site to share your Outlook calendar. Here's how.

Step 1: Go to your Outlook account on the web, located at Outlook.live.com. If you've not already signed in, do so.

Select the Calendar icon on the left. Select the calendar you wish to share and right-click on it. If it can be shared, you'll have a Sharing and permissions option. Select it.

Selecting sharing options in Microsoft Outlook.
Mark Coppock/Digital Trends

Step 2: In the dialog that pops up, type an email address into the box. As you start typing, options might populate that you can select. Either complete the email address or select from the list.

Adding a user email address in Microsoft Outlook.
Mark Coppock/Digital Trends

Step 3: When you've added the user, you'll have the option to set permissions. The options are Can view all details or Can edit. Select accordingly, and then click Share.

The user will populate and then you can add another user. Continue adding users until you've added everyone.

Setting sharing and permissions in Microsoft Outlook.
Mark Coppock/Digital Trends

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