Outlook & Email
Sharing Your Calendar with Colleagues
This guide shows you how to share your Outlook calendar with a colleague, including choosing how much detail they can see — free/busy times only, or full event details.
Time needed
5 minutes
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
You are signed in to Outlook. The person you want to share with must also be on your organisation's Microsoft 365 tenant.
Follow along
Step-by-step guide
Share your calendar in Outlook on the web
- Instruction 1: Go to portal.office.com and open Outlook. Click the Calendar icon.
- Instruction 2: In the left-hand calendar list, right-click on Calendar (your main calendar) and click Share.
- Instruction 3: Type the name or email address of the colleague you want to share with and select them from the suggestions.
- Instruction 4: In the permissions dropdown, choose a level: Can view when I'm busy (shows only free/busy, no details), Can view titles and locations, or Can view all details. For most colleagues, 'Can view titles and locations' is appropriate.
- Instruction 5: Add a note if you like, then click Share.
- Instruction 6: Your colleague will receive an email invitation to view your calendar.
Action map
Share your calendar in Outlook on the web
- 01
Go to portal.office.com and open Outlook. Click the Calendar icon.
- 02
In the left-hand calendar list, right-click on Calendar (your main calendar) and click…
- 03
Type the name or email address of the colleague you want to share with and select them…
Visual guide
Use this visual action map alongside the written instructions above.
Open Outlook help & learning for Sharing Your Calendar with ColleaguesShare your calendar in Outlook desktop
- Instruction 1: In Outlook desktop, click the Calendar view.
- Instruction 2: In the Home tab of the ribbon, click Share Calendar.
- Instruction 3: In the sharing invitation, type your colleague's name or email in the To field.
- Instruction 4: Select the detail level from the Details dropdown.
- Instruction 5: Click Send.
View a colleague's shared calendar
- Instruction 1: When you receive a calendar sharing invitation by email, click Accept.
- Instruction 2: The shared calendar will appear in your calendar list in Outlook, below My Calendars.
- Instruction 3: Tick or untick the checkbox next to the shared calendar to show or hide it alongside your own.
Quick fixes
Troubleshooting
My colleague says they cannot see the calendar after accepting the share
Ask them to open Outlook on the web, go to the Calendar view, and look under People's Calendars in the left panel. They may need to click on the calendar name to load it for the first time.
I can only share free/busy — I want to give full details
Your organisation may have a policy restricting the default sharing level. Contact the helpdesk to check whether higher-detail sharing is permitted and how to enable it.
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