Outlook: Sharing Your Calendar with a Colleague

Sharing your calendar lets colleagues see your availability, schedule meetings more easily, or manage your schedule on your behalf. How to share your calendar in Outlook Desktop: 1. In Outlook, click the Calendar icon in the bottom left 2. In the Home tab, click Share Calendar 3. In the To: field, enter your colleague's email address 4. Choose the permission level: - Can view when I'm busy: Others see only "Busy/Free" — no details - Can view titles and locations: Others see appointment names and locations - Can view all details: Others see full appointment information - Can edit: Others can add/edit/delete appointments on your behalf - Delegate: Can edit and send meeting requests as you (full delegate access) 5. Click Send — your colleague gets an email invitation to view your calendar How to share in Outlook Web (outlook.office.com): 1. Click the Calendar icon on the left 2. Right-click "My calendar" (or the specific calendar) > Sharing and permissions 3. Enter the person's email and choose the permission level 4. Click Share How to view a shared calendar: When a colleague shares their calendar with you, you'll receive an email — click "Accept" to add it to your Outlook. It will appear under "Other calendars" in the calendar view. Opening a colleague's calendar directly: In Outlook, go to Calendar > Open Calendar > Open Shared Calendar > enter their name. You must have been granted access first. Checking availability without sharing: When scheduling a meeting in Outlook, add all attendees and click Scheduling Assistant — this shows everyone's free/busy times without needing explicit calendar sharing, as long as everyone is on the same Microsoft 365 organization. Best practice: For most staff, "Can view all details" is the right sharing level. Save "Can edit" or "Delegate" access for executive assistants managing someone else's calendar.