Share and access a view-only calendar in Outlook (2024)

Sharing in Outlook

Sharing overview

  • About sharing
  • About delegates

Shared mailboxes

  • Use a shared mailbox

Shared calendars

  • Share view-only calendars
  • Allow edit and delegate access
  • Receive notifications

Shared folders

  • Share folders or a mailbox
  • Delegate access for folders

Learn more

  • More to explore

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If you're using a work or school account or personal account in Outlook, you can send a sharing invitation to other users so they can view your calendar from within their own Outlook Calendar list.

Calendar sharing isn't limited to the default Calendar folder that's created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it with your co-workers, or a family calendar that includes all the events and appointments for family members.

Share and access a view-only calendar in Outlook (1)

This article describes how to share and access a calendar that can only be viewed. This means the people you're sharing it with, can't make changes to it. To give someone permissions to edit a shared calendar, see Share and access a calendar with edit or delegate permissions in Outlook.

Select a tab option below for the version of Outlook you're using. What version of Outlook do I have?

New OutlookClassic OutlookOutlook on the webOutlook.com

Note:If the steps under thisNew Outlooktab aren't working for you, you may notbe using new Outlook for Windows yet. Select theClassic Outlooktab and follow those steps instead.

In this article:

Share a calendar with others

Add another person's calendar

Publish a calendar

Add another person's calendar to your calendar

Adding another person's calendar to your own is only possible with work or school accounts.

Note:To do this using a personal account, ask the person who you want to share calendars with to share their calendar following the steps in the section above, Share an Outlook calendar with others.

The following video demonstrates how to add a shared Outlook calendar.

Share and access a view-only calendar in Outlook (2)

Publish a calendar

You can publish a calendar and then share the link with others to let them view the calendar online.Use an HTML link if you want recipients to view the calendar in a browser, or an ICS link if you want them to subscribe to your calendar.

  1. From the navigation pane, selectCalendar.

  2. From the ribbon, select theView tab Calendar settings > Calendar > Shared calendars.

  3. Under the section Publish a calendar, select the calendar you want to publish from the dropdown and select the permissions you want to grant.

  4. Click Publish. HTML and ICS links will appear below.

  5. Copy the HTML or ICS links for how you want to share the calendar. Copy the HTML link if you want recipients to view the calendar in a browser, or copy the ICS link if you want them to subscribe.

    Select Unpublish to unpublish the calendar.

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Steps and information for classic Outlook:

Share your calendar | Stop sharing your calendar | Share a calendar by publishing | Share your calendar in email | Additional information | Fix issues

Stop sharingyour calendar

At any time you can revoke access to your calendar.

Note:It may take a while for Microsoft 365 and the user's Outlook to sync and remove the view to your calendar

  1. SelectCalendar.

  2. On the ribbon, select the Folder tab, then selectCalendar Properties.

  3. Select the Permissions tab, and under Currently sharing with, select the user's name and then choose Remove.

  4. SelectOK.

Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

Note:Not sure if your server supports WebDAV? Your server administrator or internet service provider (ISP) should be able to tell you.

  1. SelectCalendar.

  2. SelectHome > Publish Online > Publish to WebDAV Server.

    Notes:

    • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.

    • If you're using Microsoft 365, you can still publish your calendar to a WebDAV server, but you must first remove{Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however.

  3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then selectOK.

Share your calendar in an email

If you don't want to give someone permissions to share your calendar and see updates, you can email a static copy of your calendar for a specific date range. The recipient will be able to see the events on your calendar at the time you sent the email, but not any updates you make after you send the email.

Note:This feature is no longer available with Outlook for Microsoft 365.

  1. SelectCalendar.

  2. SelectHome > E-mail Calendar.

    Share and access a view-only calendar in Outlook (3)

  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

    Share and access a view-only calendar in Outlook (4)

  4. Set any other options you want, and then selectOK.

  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and select Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

Share and access a view-only calendar in Outlook (5)

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars and find a time that works for both of you.

Fix issues sharing your calendar

If you don't have the option to share your calendar (it's greyed out), it's because the admin/IT support for your business has set a policy to prevent people from sharing calendars.

In this article:

Share a calendar with others

Add another person's calendar

Publish a calendar

Share a calendar with others in new Outlook

  1. From the navigation pane, selectCalendar.

  2. On the Home tab, select Share calendar, and if you have more than one calendar,select which calendar you want to share.

  3. Type whom to share with in the Enter an email address or contact namebox. If the person's name appears in a list, select it, otherwise press Enter.

  4. After you’ve added the person you want to manage your calendar, select the drop-down list next to their name, and choose the level of access you want them to have.

    • Select Can view when I'm busy to give them permission to see only when you are busy, but not the details of items on your calendar.

    • Select Can view titles and locations to give them permission to see when you're busy, plus the titles and locations of items on your calendar.

    • Select Can view all details to give them permission to see all details of items on your calendar. others to view your calendar but not make changes to it.

      Note:If you want to grant permissions that allow a user to edit your calendar, or can respond to meeting requests on your behalf, seeCalendar delegation in Outlook.

  5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Share and access a view-only calendar in Outlook (6)Remove.

  6. The person you're sharing a calendar with will receive an email invitation to share their calendar. Once they accept, they can add your calendar to their own view.

Add another person's calendar to your calendar

Adding another person's calendar to your own is only possible with work or school accounts.

The following video demonstrates how to add a shared Outlook calendar.

Share and access a view-only calendar in Outlook (7)

Publish a calendar

You can publish a calendar and then share the link with others to let them view the calendar online.Use an HTML link if you want recipients to view the calendar in a browser, or an ICS link if you want them to subscribe to your calendar.

  1. From the navigation pane, selectCalendar.

  2. From the ribbon, select theView tab Calendar settings > Calendar > Shared calendars.

  3. Under the section Publish a calendar, select the calendar you want to publish from the dropdown and select the permissions you want to grant.

  4. Click Publish. HTML and ICS links will appear below.

  5. Copy the HTML or ICS links for how you want to share the calendar. Copy the HTML link if you want recipients to view the calendar in a browser, or copy the ICS link if you want them to subscribe.

    Select Unpublish to unpublish the calendar.

Share a calendar with others in new Outlook

  1. From the navigation pane, selectCalendar.

  2. On the Home tab, select Share calendar, and if you have more than one calendar,select which calendar you want to share.

  3. Type whom to share with in the Enter an email address or contact namebox. If the person's name appears in a list, select it, otherwise press Enter.

  4. After you’ve added the person you want to manage your calendar, select the drop-down list next to their name, and choose the level of access you want them to have.

    • Select Can view when I'm busy to give them permission to see only when you are busy, but not the details of items on your calendar.

    • Select Can view titles and locations to give them permission to see when you're busy, plus the titles and locations of items on your calendar.

    • Select Can view all details to give them permission to see all details of items on your calendar. others to view your calendar but not make changes to it.

      Note:If you want to grant permissions that allow a user to edit your calendar, or can respond to meeting requests on your behalf, seeCalendar delegation in Outlook.

  5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Share and access a view-only calendar in Outlook (8)Remove.

  6. The person you're sharing a calendar with will receive an email invitation to share their calendar. Once they accept, they can add your calendar to their own view.

Add another person's calendar to your calendar

To add another person's calendar to your own,ask the person who you want to share calendars with to share their calendar with you following the steps in the section above, Share an Outlook calendar with others.

Publish a calendar

You can publish a calendar and then share the link with others to let them view the calendar online.Use an HTML link if you want recipients to view the calendar in a browser, or an ICS link if you want them to subscribe to your calendar.

  1. From the navigation pane, selectCalendar.

  2. From the ribbon, select theView tab Calendar settings > Calendar > Shared calendars.

  3. Under the section Publish a calendar, select the calendar you want to publish from the dropdown and select the permissions you want to grant.

  4. Click Publish. HTML and ICS links will appear below.

  5. Copy the HTML or ICS links for how you want to share the calendar. Copy the HTML link if you want recipients to view the calendar in a browser, or copy the ICS link if you want them to subscribe.

    Select Unpublish to unpublish the calendar.

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Share and access a view-only calendar in Outlook (2024)

FAQs

How do I share a view only calendar in Outlook? ›

After you've added the person you want to manage your calendar, select the drop-down list next to their name, and choose the level of access you want them to have. Select Can view when I'm busy to give them permission to see only when you are busy, but not the details of items on your calendar.

What is the main difference between delegating access to a calendar and just sharing a calendar? ›

Delegate Access goes beyond just sharing access to your folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf.

How would I grant access to my Outlook calendar so someone else could access? ›

Share your calendar
  1. Select Calendar > Share Calendar.
  2. Choose a calendar to share.
  3. Select Add, decide who to share your calendar with, and select Add.
  4. Select OK and you'll see the added people with a default permission level.
  5. Choose a name, select the access level to give, and select OK.

Does sharing full details of Outlook calendar private? ›

Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details.

How to give read only access to Outlook calendar? ›

Change Outlook calendar permissions
  1. Click Calendar.
  2. Click the Home tab, then the Calendar Permissions button.
  3. Make sure to be on the Permissions tab; ...
  4. Search and add the appropriate user from the Add Users dialog box.
  5. Make sure the newly added user is selected in the list.

How do you share Outlook calendar with others so they can edit? ›

From the Home tab, select Share Calendar. In the Sharing and permissions page, type the name or email address of the person you want to share your calendar with and assign delegate access. Though you can share your calendar with more than one person, you can only add one person at a time from Outlook on the web.

How do I give another user access to my calendar? ›

Share your calendar
  1. On your computer, open Google Calendar. ...
  2. On the left, find the “My calendars” section. ...
  3. Hover over the calendar you want to share, and click More. ...
  4. Under “Share with specific people,” click Add people.
  5. Add a person's or Google group's email address. ...
  6. Click Send.

How do I change the sharing permissions on Outlook calendar? ›

Change calendar sharing permissions
  1. At the bottom of the page, select. to go to Calendar.
  2. Under Calendars, right-click the calendar you want to update sharing settings for and select Sharing and permissions.
  3. Find the person whose permissions you want to change and either choose a new level of permissions or select.

How do I give Outlook calendar access to an external user? ›

How to share my Outlook Calendar using Outlook web access ?
  1. Click on the Calendar logo on the left-hand side.
  2. Right-click on your calendar and select Sharing Permissions.
  3. Enter the personal email address and click Share.
  4. Choose your preferred level of calendar access for the external person.
Sep 15, 2023

How do I share full details of my Outlook calendar? ›

Select Calendar > Shared calendars. Under Publish a calendar, choose which calendar you want to publish and how much detail people can see. Select Publish. If you choose an HTML link, recipients can copy and paste the URL in a browser to view your calendar in a new browser window.

What is the difference between sharing and publishing calendars in Outlook? ›

Sharing: this option allows you to specify who can view your calendar, the details they can see and if they have editing or delegate rights. Publishing: this options allows you to publish a calendar for use on a web page, for a non-Microsoft 365 user to see, etc.

Can my boss see my private Outlook meetings? ›

Marking a meeting or appointment private can hide some of the meeting details from others in your organization. If you share and grant Read permissions to your calendar to another user, they will not be able to see the details of your private appointments.

How do I share my calendar view in Outlook? ›

Share your calendar
  1. At the bottom of the page, select. to go to Calendar.
  2. At the top of the page, select Share, and choose the calendar you want to share. ...
  3. Enter the name or email address of the person with whom you want to share your calendar.
  4. Choose how you want this person to use your calendar: ...
  5. Select Share.

How do you share an Outlook calendar that is not yours? ›

Share a calendar with others in new Outlook
  1. From the navigation pane, select Calendar.
  2. On the Home tab, select Share calendar, and if you have more than one calendar, select which calendar you want to share.
  3. Type whom to share with in the Enter an email address or contact name box.

How do I change the calendar visibility in Outlook? ›

Outlook for Windows
  1. Click the calendar icon in the navigation pane.
  2. Select the calendar you want to hide.
  3. On the Home tab, in the Share group, click Calendar Permissions.
  4. Click the Permissions tab and select Default.
  5. In the Permissions section set the permission for Read to None.
  6. Click OK to save your changes.
Feb 26, 2024

How do I change the view access in Outlook calendar? ›

Windows
  1. Click Calendar Icon in lower left corner.
  2. In the left side bar Right Click the calendar you want to share, then click Properties.
  3. Click the Permissions tab.
  4. Click Add to add permissions for a new user, or click the name of the existing user in the list to change their current permissions.

References

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