How to Share Outlook Calendar?

How to Share Outlook Calendar?

Do you want to share your Outlook calendar with others? In this blog, we will teach how to do that. The Outlook calendar can be shared in different ways. You can share it with your organization, with users outside your organization, or with anyone else. 

Besides sharing the Outlook calendar, we will enlighten you on how you can create or view the shared calendar in Outlook 365. Also, you can learn to share your Google calendar with Outlook.

Let’s now move on to learn how to share Outlook calendar with others.

In addition to sharing your Outlook Calendar, this blog also has a focal point on the following topics.

How to Share Your Calendar in Outlook?

It will be helpful to know that the Outlook calendar can be shared in three different ways:

  • Within the organization
  • Outside the organization
  • Publicly

If you are using Outlook on your Windows PC then you can follow these three ways. To know the details of these ways, you can go through this step-by-step guide on how to share calendar in Outlook 365 and other versions.

Share Outlook Calendar within the Organization

If you are willing to share your Outlook calendar within your organization, you just need to set the accurate availability for your calendar. Learn how to share your calendar in Outlook within the organization.

  • Open the “Outlook” app.
  • Press the “Share” button from your “Outlook Calendar”.
  • Now, enter the “Name” and “Email address” of the user with whom you want to share the calendar.
  • In the dropdown, you will see several options. Here, you can decide how much details you want to share:
    • Full detail: Show the time, location, subject, and other details in the calendar
    • Limited detail: Show the time, location, subject but no other information
    • Availability only: Show the time of items but no other details
    • Editor: Access edit rights
    • Delegate: Edit the calendar, and can respond to meeting requests
  • Optionally, you can edit the “Subject Line” of the invitation.
  • Select which calendar you wish to share.
  • Hit the “Send” button to end this procedure.

Suggestion: If you are sharing a calendar other than the primary calendar, as a suggestion, you should give permission for Full details or Editor access.

Note: These are the steps for how to share calendar in Outlook 365. Once you are done sending your invitation, the recipient will see an option to add the calendar and share the calendar back. It includes a URL that can also be used to access your calendar. And when the recipient has added the calendar, it will get displayed under the “People’s calendars” section on the calendar page.

Share Outlook Calendar Outside the Organization

“How to share my Outlook calendar with people outside my organization?” Find an answer to your query right away!

If you are concerned about sharing your Outlook calendar with the people who are not part of your organization then you can do that too. All you have to do is share the URL with the user so that they can access the Outlook calendar. Let’s know how to share Outlook calendar with others in 7 steps.

  • Launch the “Outlook” app.
  • From your “Outlook Calendar”, click on the “Share” button.
  • Now, add the “Name” and “Email address” of the user you want to share it with.
  • In the dropdown, you will see a few options. Here, you can select how much details you want to share:
    • Full detail: Show the time, location, subject, and other details in the calendar
    • Limited detail: Show the time, location, subject but no other information
    • Availability only: Show the time of items but no other details
    • Editor: Access edit rights
    • Delegate: Edit the calendar, and can respond to meeting requests
  • As an optional step, you can edit the “Subject Line” of the invitation.
  • If required, choose which calendar you wish to share. This is necessary because if you are sharing a calendar other than the primary calendar, you should give permission for Full details or Editor access.
  • Then, click on the “Send” button and you are done.

This will send the invocation with a URL to the selected user. Once the recipient clicks on it, they can access your Outlook calendar.

Note: If your organization or the person you have the calendar with are associated with Office 365 or Exchange, then the invitation will also include other options such as add your calendar or share your calendar. Also, the shared calendar will get displayed under the “People’s Calendars” on the calendar page.

Share Outlook Calendar with Everyone

If you are thinking about how to share my Outlook calendar with everyone then you can choose to make it public. When you make the calendar public, everyone (within your organization or outside your organization) can access the Outlook calendar.

Now, take a look at the procedure given here for sharing the calendar with everyone.

  • Open the “Outlook” app.
  • In the “My calendars” list, right-click on the calendar that you wish to share (or make it public).
  • Under the “Outside organization”, click on the “Public Calendar”. (Also, select the level of access you want to provide to the recipients from the drop-down).
  • Click on the “Save” button.
  • Now, find the public calendar URL.
  • Select the “View calendar” under the “Outside organization” option.
  • Click on “Public calendar”.

Pro Tip: The calendar will open as the webpage and then you can copy the calendar URL. In case you wish to subscribe to the calendar, go to the Public calendar under the Outside organization, and click on Subscribe to the calendar. Then, you can copy the calendar URL that ends with a .ics extension. This link can also be added to email clients for the subscriptions.

Important: Not all the sharing options can work smoothly for all Office 365. Sharing the Outlook calendar can be limited to people in the organization or maybe disabled altogether.

How to Share Outlook Calendar on Mac?

In case you use Outlook on your Mac computer, then you can share the Outlook calendar with your co-workers. Let’s see how to share Outlook calendar on Mac in the following steps:

Note: Before you begin with this method, make sure that you and the person (whom you are sharing Outlook calendar) should have the Microsoft Exchange accounts. Then, you can easily share it with your family or co-workers.

  • Click on the “Calendar” icon. It will be located at the bottom of the Outlook.
  • Then, select the calendar that you prefer to share.
  • Go to the “Organize” tab. Then click on “Calendar Permissions”.
how to share my outlook calendar
  • Click on “Add User” in the “Calendar Properties”.
  • In the “Search” box, enter the name of the person whom you want to share with.
  • When the right user appears in the “Calendar Properties” box, click on it and select the “Add” option.
  • In the “Calendar Properties” box, choose the “Permission Level” you want to assign to the person.
how to share outlook calendar with others

Note: The settings for Write, Read, Delete, and Other options are based on the level of permission you select for the user.

  • Once you check the boxes in Read, Write, Other, or Delete, then you can click on the “OK” button.

This will help you to share the Outlook calendar through the Mac computer. In case if it is required, you can remove the user from the Calendar Permissions.

How to Share Outlook Calendar on iPhone and Android Devices?

There are users who prefer to use Outlook mobile app. If you are one of those who access the Outlook app on iPhone and Android devices, then follow these steps for sharing the calendar. Find out how to share Outlook calendar on iPhone and Android devices below:

  • To share your Outlook calendar, launch the Outlook app on your mobile.
  • Then, tap the “Calendar” menu.
  • Now, tap on the “Add people” option and choose the users you want to add on the list.
  • Tap on the person’s name to edit the permissions and give them access. If required you can remove the access too.
  • Once done, tap the checkmark.

This will add the name of the person and the calendar will be shared with the concerned person. If you want to get a side-by-side view then you can do the following.

  • Tap the calendar located on the top left.
  • Then, tap the “Calendar icon”.
  • Now, tap the “Add shared calendar” option.
  • After this, enter the name of the person who has shared their calendar with you. For that, tap (+) to add the name.

Then you will see the details based on the permissions they have set for you. This is how you can share and view the Outlook shared calendar on your mobile apps such as those on iPhone and Android devices.

How to Create a Shared Calendar in Outlook?

Those who are now aware of sharing the Outlook calendar should also learn how to create a new shared calendar in Outlook. If you ever require to create a fresh calendar, then you can do that using Microsoft Outlook 2007 or later.

Let’s get straight to the point and learn how to create a shared calendar in Outlook.

Create a Shared Calendar in Outlook 2013

If you are willing to know how to create a shared calendar in Outlook 2013, then look for the following steps instructed below:

  • Launch the “Outlook” app.
  • Click on the “Calendar” located on the bottom (in the navigation bar).
  • Click on “Home” located on the top left.
  • Go to “Open Calendar” in the menu bar.
  • Click on the “Create New Blank Calendar” option.
  • You can now add the desired calendar name.
  • Choose the location to save it in the mailbox.
  • Hit the “OK” button.

Now that you have created a shared calendar, also learn to share Outlook (2013) calendar by reading the following steps.

  • Open the “Outlook” app.
  • Click on the “Calendar” located on the left.
  • Right-click on the new calendar.
  • Click on the “Share” button.
  • Choose “Calendar Permissions”.
  • Click on the “Add” button.
  • Now pick the user who you want to share the calendar with.
  • After adding the user, click on the “OK” button.
  • Click on the “User’s name” (highlighted in Blue).
  • Check the box that says “Folder Visible”.
  • Hit the “OK” button.
  • Now, click on the “Calendar” located on the left.
  • Right-click on the calendar that you wish to share and click on “Share Calendar”.

This will share the Outlook calendar with the selected user. Once the recipient receives the invitation, they can view your calendar.

Create a Shared Calendar in Outlook 365

Using Office 365, you can also create a shared calendar. All you have to do is create a fresh calendar and then share it with others. Check out how to create a shared calendar in Outlook 365 in the shortest way.

  • Sign to the webmail.
  • Click on “Calendar” located on the top menu bar.
  • Now, right-click on the “My Calendar”.
  • Then, select the “New Calendar”.
  • Give the desired calendar name and hit the “Enter” key.

After creating the shared calendar, you can share it with others in different ways. The steps of sharing the outlook calendar have been already discussed above.

How to Add a Shared Calendar in Outlook 365?

There can be instances wherein you need to open, view, or add the shared calendar. If you want to know how to add a shared calendar in Outlook 365, then follow these steps:

  • Begin with running the “Outlook” app.
  • Click on “Home” located on the top left.
  • Go to “Open Calendar” in the menu bar.
  • Choose the “From Address Book” option.
  • Now, browse the name or type the name in the search box.
  • Double-click on the name of the person whose calendar you want to open.
  • Then, hit the “OK” button.

After implementing these steps, the calendar will be added to your Shared Calendars column.

How to Share Google Calendar with Outlook?

Google calendar has its own specifications. If you wish to see your Google calendar alongside your Outlook calendar then you can do that too. All you have to do is to import a snapshot of the Google calendar into Outlook. Also, you are required to subscribe to Google Calendar in Outlook to keep an imported calendar updated.

Important: If you do not prefer to use the Google Calendar but want to keep the events, then you can simply import Google calendar to Outlook. This will integrate the appointments into one place under the Outlook calendar view.

To learn how to share Outlook calendar with Google, you need to subscribe to Google Calendar and then import it into Outlook.

Subscribe to the Google Calendar

  • Log in to the “Google Calendar” account.
  • On the left, click on “My calendars” to expand this.
  • Hover your mouse over the calendar that you wish to add to Outlook as the iCal (Internet Calendar Subscription).
  • Click on the three dots located on the right of the calendar name.
  • Then, select “Settings”.
  • Now, scroll down to the “Integrate Calendar” section.
  • Right-click on the “Secret address in iCal format”.
  • Select the “Copy” option.
  • Go to the Outlook account and click on “File”.
  • Visit “Account Settings” to open it.
  • Click on “New” on the “Internet Calendars” tab.
  • Here, paste the address you copied earlier and click on “Add”.
  • Type the name of the calendar in the “Folder Name”.
  • Then, click on “OK”.

This is how you can subscribe to the Google Calendar. In Outlook, it also checks for the Google Calendar updates and downloads if required.

However, the changes you make in your Outlook account will not be sent to the Google Calendar. To update the Google calendar, browse the Google calendar using the browser, and make the required changes.

Import the Calendar from the Google Calendar

  • Log in to the “Google Calendar” account.
  • On the left, click on “My calendars” to expand this.
  • Click on the “Arrow” button located next to the calendar that you wish to import in your Outlook account.
  • Then, click on “Calendar Settings”.
  • Click on “ICAL” under the “Private Address”.
  • In the “Calendar Address” box, click on the web address of your calendar.
  • Click on “Open” when prompted.

This will import the calendar into the Outlook. The calendar will also open in a side-by-side view in your Outlook Calendar. To find this Google Calendar, you can do the following:

  • In Outlook, visit the navigation pane under the “Calendar” view.
  • Under the “Other Calendars”, you will see a side-by-side view of your Google Calendar.

These are the steps for how to share Outlook calendar with Google or view Google calendar in Outlook. Make sure that you don’t miss out on any of these steps. Otherwise, the procedure may not be successful. 

In Brief

As you would know, Outlook allows you to share your events in the Outlook calendar with others. In this blog, we discussed several ways of sharing the Outlook calendar on Windows, Mac, iPhone, and Android phones.

You also learned that you can share the Outlook calendar to the selected user or make it public so that everyone can access it. Besides that, we have also learned to create and add a shared calendar. 

In case you forget how to share Outlook calendar in the future, then keep this blog saved. It will assist you.

Also, don’t miss out on our other amazing guides. Check out now how to set up Gmail account and how to download Gmail emails.

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