To share a calendar in the new Outlook for Windows, Outlook on the web, or Outlook.com, select Calendar, select Share calendar on the Home tab, enter the person’s email address, choose what they can see or do, and select Share. In classic Outlook, select Share Calendar on the Home tab, add the person, set their permission, and select OK. The person gets an email invitation and sees your calendar after they accept.
This guide covers new and classic Outlook for Windows, Outlook on the web, and Outlook.com, using Microsoft’s view-only calendar sharing article and edit and delegate permissions article, checked in October 2026. Not sure which Outlook you have? If your window has a New Outlook toggle switched on at the top, you are in new Outlook.
- Select Calendar in the navigation pane on the left.
- On the Home tab, select Share calendar. If you have more than one calendar, pick the one to share. You can also right-click a calendar in the list and select Sharing and permissions. Result: the sharing panel opens.
- Type the person’s name or email address in the Enter an email address or contact name box. Select their name if it appears, or press Enter. You can add only one person at a time.
- Select the drop-down next to their name and choose an access level (see the table below).
- Select Share. Result: the person receives an email invitation. Once they accept, your calendar appears in their calendar list. If you change your mind before sharing, select Remove instead.
Choose the Right Permission Level
| Permission | What the other person can do |
|---|---|
| Can view when I’m busy | See only the times you are busy, with no event details |
| Can view titles and locations | See busy times plus each event title and location |
| Can view all details | See everything on your calendar, but not change it |
| Can edit | Add, change, and delete events on your calendar |
| Delegate | Edit your calendar and schedule or respond to meetings for you |
Microsoft notes that people outside your organization can only get the three view options. Edit and delegate access are for people you work with closely; delegates can also accept meetings on your behalf, so reserve that for someone like an assistant you fully trust.
- Open your Calendar.
- On the Home tab, select Share Calendar and choose the calendar from the drop-down menu. Result: the Calendar Properties dialog box opens.
- Select Add, search your address book or type email addresses, and select OK.
- Back in Calendar Properties, select the person’s name, choose the level of detail to share, and select OK. Result: they get a sharing invitation by email.
If the other person uses Google Calendar, Apple Calendar, or just a web browser, publish your calendar and send them a link:
- In Calendar, select the View tab, then Calendar settings > Calendar > Shared calendars.
- Under Publish a calendar, choose the calendar and the permission level.
- Select Publish. Result: an HTML link and an ICS link appear.
- Copy the HTML link if they should view the calendar in a browser, or the ICS link if they want to subscribe to it in their own calendar app.
Anyone with a published link can see the calendar, so only share it with people you trust. Select Unpublish to turn the links off.
How to Stop Sharing Your Calendar
- New Outlook and the web: open Share calendar (or Sharing and permissions) for that calendar again and remove the person from the list.
- Classic Outlook: select Calendar, go to the Folder tab, select Calendar Properties, open the Permissions tab, select the person under Currently sharing with, choose Remove, and select OK.
Microsoft notes it can take a while for the other person’s Outlook to sync and remove your calendar.
- From the invitation: open the sharing email and select Accept.
- In new Outlook: shared calendars are hidden by default. Select Show all in the calendar list, then look under People’s calendars. Select Split view on the ribbon to see several calendars side by side.
- In classic Outlook: select Calendar > Shared Calendars, choose the calendar, then right-click its name and select Overlay to layer it over your own.
- Work or school accounts: in new Outlook you can also select Add calendar > Add from directory to add a coworker’s calendar, which usually shows their free/busy times. If you will be away, you can also set an out of office reply in Outlook so people who email you know when you are back.
If Sharing Does Not Work
- “This calendar can’t be shared”: Microsoft lists three causes: the email address is invalid, it belongs to a Microsoft 365 Group, or it belongs to someone outside your organization.
- Share Calendar is grayed out: your IT department has turned off calendar sharing with a policy. Contact them for help.
- The other person cannot edit: check that you gave them Can edit. People outside your organization can only view.
- The shared calendar does not show up: make sure they accepted the invitation, and in new Outlook, select Show all in the calendar list.
Frequently Asked Questions
Can I share more than one calendar?
Yes. You can create extra calendars, such as one for a project or for your family, and share each one separately with different people.
Does the other person need Outlook?
For a sharing invitation, they need an Outlook or Microsoft 365 account. For anyone else, publish the calendar and send them the HTML or ICS link.
Can I share my calendar with several people at once?
You can share with as many people as you like, but in new Outlook you add them one at a time.
More Outlook Guides
- How to sync your iPhone calendar with Outlook.
- How to change the Outlook view back to normal.
- How to schedule an email in Outlook.
To sort meeting invites and other mail automatically, see how to create an email filter (rule) in Outlook.
Matthew Burleigh is the founder, head writer, and editor of Solve Your Tech, which he launched in 2012. He has written technology tutorials since 2008 and worked in IT since 2003, including small-business support, IT management, and consulting. He holds Bachelor’s and Master’s degrees in Computer Science from Arizona State University.
Matthew writes practical guides for Windows, iPhone and iPad, Microsoft Office, Outlook, Google apps, and Android. Solve Your Tech’s guides are tested on current devices or checked against official product documentation, with clear steps, sources, and update dates.
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