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How to Share Your Outlook Calendar



Sharing your Outlook calendar is easy, but as you do, it's important if you do not want the people you share it to have trouble accessing. Let's look at how you can share an Outlook calendar, whether or not the recipient is in the same organization as you.

If you share your Outlook calendar with someone in your organization (that is, people with the same email domain as you) outside your organization, the sharing process is similar. However, the way the recipient accesses your shared calendar is a bit different, especially if the person outside your company is not using Outlook. However, it's still pretty easy, and we'll talk about how it works, so you can show people here if they're having trouble accessing your shared calendar.

Sharing Your Calendar with a Colleague

If you want to share a calendar With someone who works for the same organization, the process is pretty straightforward. Open the calendar in Outlook and click Start> Share Calendar> Calendar.

If you use Outlook for multiple accounts, you must select the calendar for the account that you want to share.

The Calendar Properties window opens on the Permissions tab and shows you who currently has access to your calendar. By default, Outlook is set up so that everyone in your organization can see when you're busy, but nothing else. Your IT staff may have changed this in a number of ways. Therefore, we focus on sharing your calendar with one person in your organization.

Click the Add button to share your calendar with others

This will open your address book and show by default the people in your organization. Add the person you want to share your calendar with, and then click OK.

The person you selected appears in the Permissions window. By default, they have the "Can view all details" permission level, which you can change as needed.

When done, click "OK" to share your calendar.

To view a calendar someone shared with you, click Start> Add Calendar> Open Shared Calendar.

In the following window, enter the name of the person for whom a calendar has been shared, then click OK.

The calendar will now be displayed for you to view below the "Shared calendars" list on the left.

Share your calendar with someone external

If you want to share a calendar with someone who works outside of your company, the process is very similar. Open the calendar in Outlook and click Start> Share Calendar> Calendar.

If you use Outlook for multiple accounts, you must select the calendar for the account you want to share

The Calendar Properties window opens on the Permissions tab and displays Who currently has access to your calendar.

Click Add to share your calendar with someone. button.

This opens your address book. In the Address Book drop-down list, click Contacts.

This will display all external contacts in your address book. If you want to share your calendar with an external person and you do not see it here, you must first add it as a contact.

Add the person you want to share your calendar with and click OK.

The person you selected will be added to the Permissions window. By default, they have the "Can view all details" permission level, which you can change as needed. Unlike passing on to people in your organization, you can not give permission to "edit" or "delegate" permission to external people.

When done, click "OK" to share your calendar. [19659002] As the recipient accepts your invitation to view a calendar, the process is significantly different from passing it on to a person within your organization.

The person you shared with your calendar will be sent an email.

When they click "Accept and View Calendar," they will be directed to Outlook.com to log in to a Microsoft account where the shared calendar will be made available.

This is a pretty seamless process, but not very helpful if your receiver uses a product other than Microsoft. We'll show you how to add the shared calendar to a Google Calendar as it's the most popular calendar app. However, you can add a shared calendar to almost any decent calendar app that you want to mention.

At the bottom of The email is a link "This URL".

Right-click this URL and click "Copy Link Location" (or the appropriate command, depending on which program you use to view the email).

Open your Google Calendar, click the three dots next to "Add Calendar" and choose "From URL."

Paste the URL you copied from the email then click "Add Calendar".

The calendar appears in the Other calendars list on the left.

This is not a very friendly format, especially if multiple shared calendars are displayed. You can rename the name by hovering over the name, clicking on the three final dots, and then clicking "Settings".

Change the name field the way you want it, and then click the back arrow next to "Preferences."

You now have a much friendlier calendar name.

The URL you copied from the e-mail is a shared calendars URL in iCalendar format (.ics), which, despite its name similarity, has nothing to do with Apple. Instead, it's an open calendar information format that's been around for over 20 years. Any calendar app you're likely to use accepts a .ics format calendar. While we've gone through the process of adding it to a Google Calendar, the link in Apple Calendar, Yahoo! Calendar, Lightning for Thunderbird, or any other calendar app you use.


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