How to Share Your Outlook Calendar in Microsoft 365
Sharing your calendar in Microsoft Outlook is a simple and effective way to improve collaboration across your business. Whether you’re arranging meetings, managing team availability, or coordinating with external contacts, Microsoft 365 makes calendar sharing secure and flexible.
In this guide, we’ll show you how to share your Outlook calendar in Microsoft 365 — with both colleagues and external users — and how to manage permissions to control what others can see.
Why Share Your Outlook Calendar?
Avoid double bookings and meeting clashes
Let your team know when you’re available or away
Easily schedule meetings without email back-and-forth
Share availability with external partners or clients
How to Share Your Outlook Calendar with a Colleague
These steps apply to Outlook for Microsoft 365 (Windows) and the Outlook Web App (OWA).
Option 1: Share via Outlook Desktop App
Open Outlook
Click Calendar in the bottom left
Select the calendar you want to share
Click Home > Share Calendar
In the pop-up, enter the name or email of the colleague
Choose the level of access:
Can view when I’m busy
Can view titles and locations
Can view all details
Can edit
Delegate
Click Send
Your colleague will receive an email invitation and can add your calendar to theirs.
Option 2: Share via Outlook Web App
Click Share on the left sidebar next to your calendar
Enter the recipient’s email
Choose permission level (View only, Can edit, Delegate)
Click Share
This method works well if you don’t have access to the desktop app or are working remotely.
How to Share Your Calendar with External Users
You can also share your calendar with users outside your organisation — ideal for consultants, clients, or partners.
To enable external sharing:
Open Outlook Web App
Go to Settings > View all Outlook settings
Select Calendar > Shared calendars
Under Publish a calendar, select your calendar and permissions
Click Publish
Copy the HTML or ICS link and send it to the external contact
Note: Your Microsoft 365 admin must enable external calendar sharing in the organisation settings.
How to Stop Sharing Your Calendar
To revoke access:
Outlook Desktop:
Go to Calendar > Calendar Permissions
Select the person and click Remove
Outlook Web App:
Go to Settings > Calendar > Shared calendars
Click Manage sharing and remove the user
Calendar Sharing Best Practices
Avoid giving edit or delegate access unless necessary
Use the “Can view all details” option for transparency without control
Train staff to regularly review who they’ve shared their calendars with
Consider creating shared team calendars for departments or projects
Final Thoughts
Sharing your Outlook calendar in Microsoft 365 is a great way to streamline communication and scheduling within your business. Whether you’re coordinating across teams in Sussex or working with external partners, calendar sharing helps keep everyone aligned.
Need Help with Microsoft 365 in Sussex?
At Cyber United, we help businesses across East and West Sussex get the most out of Microsoft 365 — from setup and security to training and support.