How to Share Your Calendar in Outlook on the Web (Microsoft 365)

How to Share Your Calendar in Outlook on the Web (Microsoft 365)

Step 1: Open Your Calendar

  1. Go to Outlook on the web (https://outlook.office.com)
  2. Click the Calendar icon in the left-hand navigation pane

Step 2: Click “Share”

  1. At the top of the calendar page, click “Share”
    • (Sometimes labeled “Share calendar” depending on your version)

Step 3: Choose Who to Share With

  1. Enter the name or email address of the person you want to share with
  2. Select the user from the directory dropdown

Step 4: Set Permissions

Choose the appropriate access level:

  • Can view when I’m busy – Shows only availability (free/busy)
  • Can view titles and locations – Shows basic meeting details
  • Can view all details – Full visibility into your calendar
  • Can edit – Allows them to make changes
  • Delegate – Full control (including managing meetings on your behalf)

Step 5: Send the Invitation

  1. Click “Share”
  2. The recipient will receive an email with access to your calendar

🧹 Optional: Modify or Remove Access

  1. Go back to Share > Shared with

  2. Adjust permissions or click the trash icon to remove access
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⚠️ Best Practices (IT Recommended)

  • Avoid giving Delegate access unless absolutely necessary
  • Use “Can view when I’m busy” for most internal users
  • Regularly review shared access for security

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