How to Share Your Microsoft Outlook Calendar

Sharing your Outlook calendar with colleagues, clients, friends, and family allows them to see your availability and schedule meetings accordingly. It promotes transparency, improves communication, and keeps everyone synchronized.

Benefits of Sharing Your Outlook Calendar

Here are some key benefits of sharing your Outlook calendar:

Improves Scheduling & Coordination

  • Others can see your availability and schedule meetings when you are free
  • Reduces back-and-forth communication to find a common time
  • Streamlines the meeting scheduling process

Enhances Transparency

  • Team members understand your responsibilities and schedule
  • Managers can prevent overloading team members
  • Clients can see your availability for calls/meetings

Promotes Shared Responsibility

  • Openness allows colleagues to support your work when needed
  • Fosters trust and accountability within a team

Who Can You Share Your Calendar With

You can share your Outlook calendar with:

  • Colleagues: Team members, managers, assistants etc. This improves coordination.
  • Clients/External Contacts: Share availability for scheduling calls/meetings.
  • Friends and Family: Share schedules and availability.

How to Share Your Calendar on Desktop

Follow these simple steps to share your Outlook calendar on desktop:

Step 1: Open the Calendar

Launch Outlook and click on “Calendar” in the bottom left navigation pane.

Step 2: Click on “Share Calendar”

In the top toolbar, click on the Share Calendar button.

Step 3: Select Calendar to Share

Choose the specific calendar you want to share from the dropdown menu.

Step 4: Set Access Permissions

In the calendar properties window, click Add and enter the email addresses of people you want to share with. Set the access permissions for each person.

Common permission levels:

  • Reviewer: Can view all details but not make edits
  • Author: Can view and add new events but not edit others’ events
  • Editor: Full access to add, edit, and delete events

Step 5: Send Invite

Once done, click Share or Send to send the calendar access invite.

That’s it! The user will receive an email to access the shared calendar.

Sharing Your Calendar on Mobile Devices

You can also share Outlook calendars easily on your iPhone, Android phones, and other mobile devices:

On iPhone

  1. Open the Outlook app
  2. Tap the calendar menu in the top left
  3. Tap the gear icon to access settings
  4. Choose “Add People” and select the contacts to share with
  5. Set permissions and tap “Done”

On Android

  1. Open the Outlook app
  2. Tap on the 3-lines menu icon
  3. Tap on “Manage shared calendars”
  4. Tap on “Add person” and select contacts
  5. Set permissions for each contact

Once shared, the calendar will appear under “Shared Calendars” in the Outlook app.

Share Your Calendar via iCal Link

You can also allow others to subscribe to your calendar by sharing the iCal link.

To get the iCal link:

  1. Go to Outlook on the web and open the calendar
  2. Click on the grid icon in the left pane
  3. Right-click on the calendar and select “Share Calendar” then “Get a sharing link”

Send this link to anyone to allow them to sync your calendar with their devices!

Fix Common Calendar Sharing Issues

If you are unable to share your Outlook calendar, try these troubleshooting tips:

  • Update Outlook Desktop to Latest Version: Install the latest updates
  • Check Permission Settings: Ask your admin to enable calendar sharing permissions
  • Share One Calendar at a Time: Don’t try to share all calendars, just select one calendar
  • Disable Firewall Temporarily: Your firewall app might block calendar access
  • Reset Cache: Sign out, close Outlook, delete temporary Outlook files, restart computer and try again

Best Practices for Sharing Calendars

Here are some best practices to follow when sharing Outlook calendars:

  • Only share calendars with people who need access
  • Set calendar permissions carefully as per access needs
  • Review shared calendars periodically and revoke access if no longer required
  • Don’t share full details if not required, use reviewer access instead
  • Use overlay mode to compare multiple shared calendars
  • Avoid sharing calendars externally if the content is confidential

So go ahead and start sharing your Outlook calendar! Improved coordination and scheduling definitely makes the extra effort worthwhile.