How to share calendars in Outlook 365

Sharing your calendar in Outlook 365 can be done through the desktop application or the web version. The steps below apply to the New Outlook and Outlook on the Web, which share a similar interface as of March 2026.

Method 1: Sharing via Outlook on the Web or New Outlook

  1. Open Calendar: Log in to Outlook on the web or open the New Outlook desktop app and click the Calendar icon in the left-hand navigation pane.
  2. Access Sharing Settings: On the Home tab at the top ribbon, click the Share (or Share calendar) button.
  3. Choose Calendar: Select the specific calendar you want to share from the dropdown menu.
  4. Add Recipients: In the "Share with" field, type the name or email address of the person you want to invite.
  5. Set Permission Level: Click the dropdown next to their name to choose what they can see:
    1. Can view when I'm busy: Shows only time blocks as "Free" or "Busy".
    2. Can view titles and locations: Shows event names and where they are held.
    3. Can view all details: Allows the recipient to see everything you see, including notes.
    4. Can edit: (Internal only) Allows them to add or change events on your calendar.
    5. Delegate: (Internal only) Gives full control, including responding to meeting requests on your behalf.
  6. Send Invitation: Click Share (or Send). The recipient will receive an email invitation to add your calendar to their view. 

Method 2: Sharing via Classic Outlook (Windows)

  1. Go to Calendar: Click the Calendar icon at the bottom left.
  2. Share Calendar: On the Home tab, click Share Calendar.
  3. Enter Names: In the Calendar Properties dialog box, click Add and select the person from your address book or type their email.
  4. Confirm Permissions: Select the person's name in the list, choose the Permission Level (e.g., Reviewer for "Can view all details"), and click OK. 

Managing or Stopping Sharing

To change or remove access later, right-click the calendar in your sidebar and select Sharing and permissions (Web/New Outlook) or Properties > Permissions (Classic). You can then update the level of access or click the trash can/remove icon next to a name to stop sharing

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