Shared Calendars

Learning Outcomes

  • Share your calendar and view shared calendars

If you are using a company email, your company will likely have shared calendars already in place, but you can choose the level of details that you want to share with others. To view or change your calendar permissions, select Calendar Permissions on the Share group of the Home tab on the ribbon.

The most important setting you may want to consider is what others have permission to read on your calendar, either Free/Busy time or Full Details. Below is an example of what a shared calendar would look like under each of those settings.

Free/Busy Time Calendar showing free and busy times
Full Details Calendar showing full details


You can share your calendar with anyone inside or outside your organization by selecting Share Calendar on the Share group on the ribbon. This will allow you to enter a recipient, choose the permission levels, and then send the sharing invitation as an email.

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

If you don’t have the option to share your calendar, you will see the Share Calendar button grayed out. This means the admin/IT support for your business has set a policy to not allow employees to share calendars.