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.

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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

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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

1. Open Outlook

2. Click Calendar in the bottom left

3. Select the calendar you want to share

4. Click Home > Share Calendar

5. In the pop-up, enter the name or email of the colleague

6. Choose the level of access:

   • Can view when I’m busy

   • Can view titles and locations

   • Can view all details

   • Can edit

   • Delegate

7. Click Send

Your colleague will receive an email invitation and can add your calendar to theirs.

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Option 2: Share via Outlook Web App

1. Go to https://outlook.office.com/calendar

2. Click Share on the left sidebar next to your calendar

3. Enter the recipient’s email

4. Choose permission level (View only, Can edit, Delegate)

5. Click Share

This method works well if you don’t have access to the desktop app or are working remotely.

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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:

1. Open Outlook Web App

2. Go to Settings > View all Outlook settings

3. Select Calendar > Shared calendars

4. Under Publish a calendar, select your calendar and permissions

5. Click Publish

6. 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.

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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

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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

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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.

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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.

Contact us today