Outlook - Sharing Calendars

  1. In Outlook, select the Calendar icon in the bottom left.

Select the Calendar button in the bottom left in Outlook




  1. From the Home tab, select the "Share Calendar" button under the "Share" ribbon.

Select the Share Calendar button under the Share ribbon


  • Depending on whether or not you have the updated version of Office Click-To-Run, you will have a different process when clicking the Share Calendar option. The processes are as followed:




Process 1:  Process 2:

1. In the "To" field type in the recipients email address. By default, there should be a check in the box for "Allow recipient to view your Calendar."

In the "To" field type in the recipients email address.

1. Select the calendar you would like to share.


Select the calendar

2. From the "Details" drop down menu, specify the level of details that you want to share with the person:

From Details select the viewing option you would like the recipient to have


  • Availability only: the recipient can only see which times you're available.

Availability only view


  • Limited details: the recipient will see availability and the subject.

Limited Details view


  • Full details: the recipient will see all details of your appointments, just like what you see.

2. When prompted, select Add.


Click Add

3. Select "Send"

Select Send

3. Search the employee's name you would like to share the calendar with, select the account, then select Add and OK.


Search for the employee account, select the account, select add, select ok

4. The recipient receives the sharing invitation in their email as an attachment.

Open the sharing invitation attachment

4. Select the account, choose the Permissions level, then select Apply and OK.

Select the account, choose the permission level, select apply and ok


5. Open the invitation and select "Open this calendar." The calendar will show in their Outlook.

Select Open this calendar

5. The recipient will get an email message of "You're invited to share this calendar" with an Accept button in the top left corner to approve the invite to the calendar.

Select Accept in the top left corner.










6. After accepting the invite, the recipient will need to go to the Calendars tab and check the calendar under Shared Calendars to view it.

From the Calendars tab, select the Calendar



Article ID: 54559
Tue 5/29/18 11:01 AM
Thu 12/13/18 3:55 PM