How to Manage Calendar Sharing Permissions in Outlook

Applies to: Microsoft Outlook (Microsoft 365, Outlook 2021, Outlook 2019)
Article Type: How-To
Last Updated: 2026-03-09

Summary

Outlook lets you share your calendar with colleagues so they can view your schedule, see meeting details, or even create events on your behalf. This article explains how to share your calendar, set permission levels, and manage who can see what — all without needing admin rights.

Prerequisites

• Microsoft Outlook desktop app or Outlook on the web.
• A Microsoft 365 or Exchange Online mailbox.
• No admin rights required.

Instructions

1. Share Your Calendar (Desktop App)

Grant a colleague access to view your calendar.

1. Open Outlook and go to the Calendar view.
2. In the navigation pane, right-click your calendar name under My Calendars.
3. Select Sharing Permissions (or Properties > Permissions tab).
4. Click Add to add a person.
5. Search for the colleague's name in the address book and click Add > OK.
6. Select the colleague's name in the permissions list.
7. Set the Permission Level dropdown to the desired access:
   • Can view when I'm busy — Shows only free/busy blocks.
   • Can view titles and locations — Shows meeting subjects and locations.
   • Can view all details — Shows full meeting information.
   • Can edit — Allows the person to create and modify events.
   • Delegate — Full access including the ability to respond to invitations on your behalf.
8. Click OK to save.

2. Share Your Calendar (Outlook on the Web)

Grant access from your browser.

1. Open Outlook on the web (outlook.office.com) and go to the Calendar.
2. Click Share in the top-right corner (or right-click your calendar and select Sharing and permissions).
3. Type the colleague's name or email address.
4. Select the permission level from the dropdown:
   • Can view when I'm busy
   • Can view titles and locations
   • Can view all details
   • Can edit
   • Delegate
5. Click Share.
6. The colleague receives an email invitation to view your calendar.

3. View a Shared Calendar

Open a calendar that someone has shared with you.

1. When you receive a calendar sharing invitation email, click Accept in the message.
2. The shared calendar appears under Other calendars (desktop) or People's calendars (web) in the navigation pane.
3. Check or uncheck the calendar name to show or hide it alongside your own calendar.

4. Remove or Change Permissions

Revoke or modify access for a specific person.

1. In Outlook, go to Calendar view.
2. Right-click your calendar name and select Sharing Permissions (or Properties > Permissions).
3. Select the person whose access you want to change.
4. To change their access level, select a new Permission Level from the dropdown.
5. To remove access entirely, select the person and click Remove.
6. Click OK to save.

Troubleshooting

DANGER

Be cautious when granting Can edit or Delegate permissions. These levels allow the other person to create, modify, and delete events on your calendar. Only grant these to trusted colleagues such as an executive assistant.

Symptom / Error	Potential Cause	Solution
Shared calendar does not appear after accepting	Calendar overlay not enabled	In the navigation pane, expand Other calendars or People's calendars and check the box next to the shared calendar.
Cannot share calendar with external users	External sharing disabled by policy	Ask IT to allow external calendar sharing for your mailbox, naming the person's email address and whether they need free/busy times only or full event details.
Permission changes are not reflected	Outlook cache delay	Ask the other person to close and reopen Outlook, or remove and re-add the shared calendar.

Related Articles

• How to Share Your Calendar with Someone Outside Your Organization
• How to Give a Coworker Access to Your Inbox or Calendar (Delegate Access)
• How to Create a Calendar Event in Outlook
• How to Set Out of Office in Outlook
• How to Share Files on OneDrive

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