How to share your Calendar in Outlook with someone else

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Have you ever been struggling in sharing your calendar with a co-worker? Your pain is over with this how-to of today. With this tutorial you’re going to know how to share your calendar as an IT Pro.

  1. Go to Calendars in Outlook, then right click Calendar, which is below My Calendars, then click Sharing Permissions…
  • You are going to see a window called Calendar Properties.
  • In the new Window click Add… and you will see a window like below. You can write the first or last name in point 1 – this will depend on how is organized in your company – and double click the right person in number 2 and it is going to be added in point number 3 then click OK to finish this part.

Notes: Personal information was removed from the above list due to privacy concern.

  • Then you can select the level of permission you want this user to have as seen in the picture below.
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To stop sharing a calendar, just follow steps 1, 2 and 4. When you are in step 4, just select the user you don’t want to share the calendar with and click Remove.

Notes to have in mind for the different levels of permissions:

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Can view when I’m busy. Those sharing your calendar with this permission level can only see which times you’re available.

Can view titles and locations. Those sharing your calendar with this permission level will see availability and the subject and meeting location.

Can view all details. Those sharing your calendar with this permission level will see all details of your appointments.

If you receive this error message “This calendar can’t be shared” it is because of one of the following reasons: 

  • The email address you’re trying to share the calendar is invalid.
  • The email address is a Microsoft 365 Group
  • The email belongs to an external user who isn’t part of your organization

After you have followed all these steps, the person that you’re sharing the calendar with is going to receive an email to accept the calendar share. After this, your calendar is now shared with the person you are trying to share with.

If you like it, share with your friends and family.

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