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How to Manage Calendar Sharing Permissions in Outlook

Applies toOutlookMicrosoft 365
5 min fix Updated 9 Mar 2026 · 6 months ago

By , 10+ years in IT support and helpdesk How these guides are checked

Quick Answer

In Outlook, click the Calendar icon, right-click your calendar on the left panel, select Sharing Permissions, click Add, select your colleague, and choose their permission level.

Checked against Microsoft 365 Roadmap, Microsoft Learn - new Outlook for Windows and between 5 Aug 2026 and 12 Sep 2026. Nothing published in that period has been linked to this guide.

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.

Before You Start ​

  • 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. Setting delegation up properly takes more than this dropdown — see How to Give a Coworker Access to Your Inbox or Calendar (Delegate Access).
  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. An address outside your company takes a different route and can be blocked by tenant policy — see How to Share Your Calendar with Someone Outside Your Organization.
  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 / ErrorPotential CauseSolution
Shared calendar does not appear after acceptingCalendar overlay not enabledIn the navigation pane, expand Other calendars or People's calendars and check the box next to the shared calendar.
Cannot share calendar with external usersExternal sharing disabled by policyAsk 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 reflectedOutlook cache delayAsk the other person to close and reopen Outlook, or remove and re-add the shared calendar.

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Frequently asked questions

What is the difference between 'Can view titles and locations' and 'Can view all details'?
'Titles and locations' shows them where you are and what the meeting is called, but hides the agenda, attachments, and attendee list. 'All details' lets them read everything in the invite.
How do I hide private appointments from someone who has access to my calendar?
When creating the appointment, click the padlock icon labeled 'Private' on the ribbon. People with viewing access will only see the time block labeled as 'Private Appointment'.