The fastest way to share an Outlook calendar

To share your calendar in Outlook, right-click the calendar name in the left sidebar, select Sharing and Permissions, then add the person's email address and choose what they can see — view only, edit, or delegate. That person will receive an invitation and can accept it to view your calendar in their own Outlook.

The exact steps differ slightly depending on whether you use Outlook on the web, Outlook desktop, or Outlook on your phone. Desktop is the most straightforward, but the web version works just as well if you do not have the app installed.

Before you share, decide what level of access makes sense. Someone who only needs to see when you are free can have view-only access. A team member who books your time might need edit access. A personal assistant might need to manage your calendar entirely, which requires delegate access.

Key Takeaways

  • Right-click your calendar name in Outlook desktop and select Sharing and Permissions to add a person and set their access level.
  • View-only access lets someone see your free and busy times without changing anything; edit access lets them add or change events.
  • The person you share with receives an email invitation and must accept it before they can see your calendar.
  • You can change or remove someone's access at any time by going back to Sharing and Permissions and adjusting their role.

Sharing a calendar in Outlook desktop

Open Outlook and look at the left sidebar where your calendars are listed. Right-click the calendar you want to share — usually this is "Calendar" unless you have created multiple calendars. A menu will appear with several options; select Sharing and Permissions.

A dialog box opens. Click Add and type the email address of the person you want to share with. You can add multiple people one at a time. After you type each address, a dropdown menu appears asking what level of access to give them. The options are:

  • Reviewer — they can see your calendar but cannot make changes.
  • Editor — they can view your calendar and add, edit, or delete events.
  • Delegate — they have full control, including the ability to share your calendar with others.

Select the level you want, then click OK. Outlook sends an invitation email to that person. They will see a link in the email to accept the sharing request. Once they accept, your calendar appears in their Outlook calendar list.

Sharing a calendar in Outlook on the web

Log into Outlook.com or your organization's Outlook web portal. On the left side, find your calendar list and hover over the calendar you want to share. Three dots will appear to the right of the calendar name; click them and select Sharing and Permissions.

Click Share and enter the email address of the person you want to share with. A dropdown menu appears with access options: Can view, Can edit, or Can delegate. Choose the level you need and click Share. The person receives an email invitation with a link to accept.

If you are sharing with someone outside your organization, Outlook may ask you to confirm that you want to share with an external user. This is a security check; click Yes to proceed.

What each access level means

View only (Reviewer) is the most restrictive. The person can see which times you are busy and which times are free, and they can read the titles and details of your events. They cannot create, edit, or delete anything on your calendar. Use this for colleagues who need to schedule meetings with you but should not change your existing plans.

Edit (Editor) lets someone add new events to your calendar, change the time or details of existing events, and delete events. They cannot share your calendar with anyone else. This is useful for a team member who manages part of your schedule or a family member coordinating shared plans.

Delegate gives full control. A delegate can do everything an editor can do, plus they can share your calendar with other people and change the sharing settings themselves. This is typically for a personal assistant or administrative staff member who manages your calendar on your behalf.

Removing or changing someone's access

If you need to change what someone can do with your calendar, or remove their access entirely, go back to Sharing and Permissions the same way you added them. You will see a list of everyone who has access to your calendar.

To change their access level, click their name and select a new role from the dropdown. To remove them completely, click their name and select Remove. The change takes effect immediately; they will no longer see your calendar in their Outlook, and any edit or delegate access they had is revoked.

If someone is no longer with your organization or you no longer want them to have access, removing them is immediate and does not require their permission.

Sharing a calendar on Outlook mobile

The Outlook mobile app (on iPhone or Android) does not have a built-in way to set up sharing directly. Instead, use the Outlook web version or desktop app to share your calendar, and the person you shared with can then view it on their mobile device once they accept the invitation.

If you need to manage sharing while on your phone, open Outlook on the web through your phone's browser instead of using the app. The steps are the same as the web version described above.

Common issues and what to do

If someone says they did not receive the sharing invitation, ask them to check their spam or junk folder — sometimes Outlook sends sharing emails there. You can also resend the invitation by going back to Sharing and Permissions, removing them, and adding them again.

If someone accepted the invitation but cannot see your calendar, make sure they added it to their calendar list. In Outlook, they should look for your calendar in the "Other calendars" section on the left sidebar and click the plus sign to add it. If it is not there, they may need to restart Outlook or refresh the web page.

If you share a calendar and then delete an event, the person you shared with will see that event disappear from their view. This is normal — they are seeing your actual calendar, not a copy. If you want to keep an event private, mark it as "Private" before sharing, and people with view-only access will see a blocked-out time but not the event details.

Frequently Asked Questions

Can I share my calendar with someone who does not use Outlook?

Not directly through Outlook's sharing feature. However, you can export your calendar as an .ics file and send it to them, or you can publish your calendar as a web link that they can view in any browser. These options are less dynamic than live sharing — they do not update in real time when you make changes.

What happens if I share my calendar and then change my password?

Sharing access is not affected by password changes. The person you shared with will continue to see your calendar. If you want to revoke their access, you must remove them from Sharing and Permissions.

Can I share my calendar with a group or team instead of one person?

In Outlook desktop and web, you add people one at a time. However, if your organization uses Microsoft Teams or a shared mailbox, you can share a calendar with an entire group at once. Check with your IT department about whether your organization supports group calendar sharing.

If someone has edit access and changes my calendar, can I undo their changes?

Outlook does not have a built-in undo for changes made by other people. If someone edits or deletes an event, you will need to manually fix it or ask them to restore it. To prevent accidental changes, use view-only access for people who should not edit your calendar.

Does the person I share with see my private events?

If you mark an event as "Private," people with view-only access will see a blocked-out time but not the event title or details. People with edit or delegate access can see private event details. If you want to hide an event completely, do not include it on the shared calendar or use a separate private calendar that you do not share.