You can send a sharing invitation to colleagues and people outside the University using Outlook. By doing this they can view your calendar in their Calendar list.

While sharing, you can permit users to change the events and appointments in the calendar.

Calendar sharing is not limited to the default Calendar folder automatically created in all Outlook profiles. You can create extra calendar folders (for a specific project, for example) and choose which of those folders to share. 

Please note: if you want to share this article with the person you want to share the calendar with, you can use the button "Copy article URL to clipboard" to copy the article's URL.

 

Sharing your calendar

From Outlook desktop application

Windows users - "New" Outlook

1. Select the Settings icon (a cog) from the menu bar

2. From the sidebar menu, select Calendar

3. Select Shared calendars

4. Open the Select a calendar drop-down menu 

5. Select the calendar you want to share

6. Select the Share button

7. Enter the name of your recipient and click into the blank field 

8. Your recipient's icon, name and email address will appear on the left side of the window.

Now:

1. Open the drop-down menu and set up the sharing permissions 
2. Select the Share button once you are ready to share your calendar

9. The person you have shared your calendar with will receive a sharing invitation by email.

Once they select Accept, they will see your shared calendar in their calendar list.

 

Windows users - "Old" Outlook

1. From the Home menu, select the Calendar icon

 
2. Select the Share Calendar button from the ribbon

 
3. Choose the calendar you want to share from the drop-down menu

4. In the Calendar Properties dialog box, select Add

 
5. You can search for people from your address book or type in their email addresses in the Add box. When you are done adding names in the Add Users dialogue box, select OK:

 
6. Back in the Calendar Properties dialogue box, select the person's name or email address, then choose the level of details that you want to share with the person, then select OK:

 
7. The person you have shared your calendar with will receive a sharing invitation by email.

Once they select Accept, they will see your shared calendar in their calendar list.

 

Apple macOS users -"New" Outlook

1. Go to the Home menu and select the Calendar icon on the sidebar

2. Select the calendar you want to share.

3. Move the cursor of the mouse on the calendar and select the dots (…) near it

4. Select Sharing permissions

5. Select the Permissions tab

6. Select the plus (+) icon

7. Enter the name or the email of the person you want to add

8. Select the permissions

9. Select the Add button

10. The recipient will receive an invitation email from Microsoft with the object "You’re invited to share this calendar". Ask them to accept to view your calendar.

 

Apple macOS users - Legacy Outlook

1. From the Home menu, click on the Calendar icon

2. Select the calendar you want to share.

3. On the Organize tab, choose Calendar Permissions

 
Note: If the Open Shared Calendar or Calendar Permissions buttons are unavailable, jump to the section "What to do if the Open Shared Calendar or Calendar Permissions buttons are unavailable".

4. In the Calendar Properties box, choose Add User

 
5. In the Search box, enter the name of the person you want to share your calendar with.

When you see their name appear in the list, select it and then choose Add.

 
6. In the Calendar Properties box, select the Permission Level down arrow, and choose the permission level to assign to the person you added.

Check the boxes that apply in the Read, Write, Delete, and Other sections. Their settings change based on the permission level you choose.

 
7. Select OK to close

What to do if the Open Shared Calendar or Calendar Permissions buttons are unavailable

It may happen that the ‘Open shared calendar’ or ‘Calendar permissions’ are not available. You can change your settings from the make the visible, or you can:

1. Go to the Home menu and Select the Calendar icon

2. Select the calendar you want to share

3. Move the cursor of the mouse on the calendar and select the dots (…) near it

4. Select Sharing permissions

5. Select the Permissions tab

6. Select the plus (+) icon

7. Enter the name or the email of the person you want to add

8. Select the permissions

9. Select the Add button

10. The recipient will receive an invitation email from Microsoft with the object "You’re invited to share this calendar". Ask them to accept to view your calendar.

 

From the browser version

1. Select the Settings icon (a cog)

 
2. Select Calendar 

3. Select Shared calendars

4. From the drop-down menu choose the calendar you want to share, then select the Share button:

5. Enter an email address or type a contact name

6. Select the permissions

7. Select the Share button to send your shared calendar to the recipient.

Your recipient will receive your invitation. Once they accept your invitation, you will see their name within the Shares calendar list

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Issues sharing your calendar

"This calendar can't be shared" error

If you see a message saying "This calendar can't be shared", there are three possible reasons:

1. The email address is invalid
2. The email address is a Group
3. The email belongs to an external user who isn't part of your organization

To fix these problems, try:

1. Checking if the email address is correct
2. You can enable calendar sharing for all users in your organization in the Microsoft 365 admin centre. To do that, follow the article "Share calendars with external users - Microsoft 365 admin".

If you are still facing problems, get in touch with ServiceLine.

 

Policy issues

You may receive an error message as follows: "Policy does not allow the granting of permissions at this level to one or more of the recipient(s). Please select another permissions level and send the sharing invite again or You do not have granting permission".

This error can be caused by adding the wrong recipient from the auto-complete list. This list appears when manually entering the address in the email To field. To fix this:

1. Select the To: field
2. Add the recipient from the Outlook address book

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Manage your permissions

You can choose from several different permission levels when sharing your calendar.

Can view all details

This setting allows people to see all the details of your appointments.

Can view titles and locations

This setting allows people to see your availability, the subject of your meetings and their location:

 

Can view when I’m busy

This permission level allows people to only see which time you are available:

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How to stop sharing your calendar

You can stop sharing your calendar by deleting the calendar or changing the permissions any time.

It may take a while for Microsoft and your recipient’s Outlook to sync and remove the view to your calendar.

From Outlook desktop application

Windows users - "New" Outlook

1. Select the Settings icon (a cog) from the menu bar

2. From the sidebar menu, select Calendar

3. Select Shared calendars

4. Open the Select a calendar drop-down menu 

5. Select the calendar you want to update

6. Select the Share button

7. Select the bin icon close to the calendar you want to remove

 

Windows users - "Old" Outlook

1. Click on the Calendar icon

 
2. Select Share Calendar

 
3. Choose the calendar you want to update

4. In the Calendar Properties dialog box, go to Permissions

5. Select the person you want to stop sharing

6.  Click on Remove

7. Click on OK and close the window

 

Apple macOS users

1. Select the Calendar icon 

2. Go to My Calendars 

3. Select the dots icon (…)

4. Select the Properties... button

Select the Permissions tab. 

. Select the user you want to remove from your list

. Select the minus (-) button

. Select Done

 

From the web browser

1. Select the Calendar icon

2. Go to the People’s calendars section

3. Select the (…) icon

4. From the menu, select Remove

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Related content

How to create a private appointment and change the visibility of my calendar on Microsoft Outlook

How to create automatic replies (Out of office) in Office 365

How to add or remove your university email account using Outlook

Adding a calendar or a shared calendar to Outlook

Error message when you share a calendar in Microsoft 365 (external)