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Share your Office 365 or Outlook.com calendar with people inside or outside your organization

  1. From your Calendar folder, on the Home menu, select Share Calendar.
    Share your calendar with another person.
  2. Choose the calendar you want to share from the drop-down menu.
  3. In the Calendar Properties dialog box, click Add.
  4. You can search for people from your address book or type in their email addresses in the Add box. When you’re done adding names in the Add Users dialog box, click OK.
  5. Back in the Calendar Properties dialog box, select the person’s name or email address, then choose the level of details that you want to share with the person, then click OK.
    Choose the permissions for each person.
  6. The person you’ve shared your calendar with will receive a sharing invitation by email.
  7. Once the recipient clicks Accept, they’ll see your shared calendar in their calendar list.

I see a “This calendar can’t be shared” error

If you see a message that says This calendar can’t be shared, there are three possible reasons.

  • The email address is invalid.
  • The email address is an Office 365 Group
  • The email belongs to an external user who isn’t part of your organization.

What permissions people have to your calendar

When you initially share your calendar with people, you’re only granting them permission to view the calendar. You can choose what level of detail you want them to view:

  • Availability only. They can only see which times you’re available, like this:
    What your calendar looks like to the person you shared it with.
  • Limited details. They will see availability and the subject, like this:
    What your calendar looks like to a user when you share it with limited details.
  • Full details. This will see all details of your appointments, just like what you see.

After you give someone permission to view your calendar, you can increase their permissions so they can do more besides just view it. Here are the permission levels you can assign; see the next section for how to change/assign permission levels.

With this permission level (or role)You can
OwnerCreate, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing EditorCreate, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
EditorCreate, read, modify, and delete all items and files.
Publishing AuthorCreate and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
AuthorCreate and read items and files, and modify and delete items and files that you create.
ContributorCreate items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
ReviewerRead items and files only.
CustomPerform activities defined by the folder owner. (Does not apply to delegates.)
NoneYou have no permission. You cannot open the folder.

You can also create custom permissions by selecting the appropriate check boxes and options under Permissions.

Change/assign permissions after you have shared your calendar with other people

You can change calendar sharing permissions.

  1. Click Calendar.
    Calendar command
  2. Click Home > Calendar Permissions.
    Calendar Permissions button in Outlook 2013 Home tab
  3. On the Permissions tab, make any changes to the calendar sharing permissions.
    Calendar Sharing Permissions tab in Outlook 2013
  4. Click OK.

Stop sharing your calendar

At any time you can revoke access to your calendar. Note that it may take a while for Office 365 and the user’s Outlook to sync and remove the view to your calendar.

  1. Click Calendar.
  2. Click Home > Calendar Permissions.
  3. On the Permissions tab, click the user’s name and then choose Remove.
  4. Click OK.

Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

Note: Not sure if your server supports WebDAV? Your server administrator or internet service provider (ISP) should be able to tell you.

  1. Click Calendar.
    Calendar command
  2. Click Home > Publish Online > Publish to WebDAV Server.

    Notes:

    • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.
    • If you’re using Office 365, you can still publish your calendar to a WebDAV server, but you must first remove {Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however.
  3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then click OK.

Share your calendar in an email

If you don’t want to give someone permissions to share your calendar and see updates, you can email a static copy of your calendar for a specific date range. The recipient will be able to see the events on your calendar at the time you sent the email, but not any updates you make after you send the email.

  1. Click Calendar.
    Calendar command
  2. Click Home > E-mail Calendar.
    On the Home tab, click E-mail Calendar
  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.
    In the Calendar and Date Range boxes, pick the options you want
  4. Set any other options you want, and then click OK.
  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

Example of a calendar shared in an email

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.

Fix issues sharing your calendar

If you don’t have the option to share your calendar (it’s greyed out), it’s because the admin/IT support for your business has set a policy to prevent the people from sharing calendars.

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