Share your Outlook calendar in three ways
You can share your Outlook calendar by sending a sharing invitation, publishing it as a read-only link, or giving someone permission to view or edit it directly. The method you choose depends on whether you want the other person to see your calendar inside their own Outlook, or just view it in a browser. Most people use the sharing invitation method because it's the fastest and works across different email providers.
All three methods work the same way whether you use Outlook on the web, Outlook desktop, or Outlook on your phone. The steps are nearly identical, though the button locations differ slightly depending on which version you're using.
Key Takeaways
- The sharing invitation method sends the other person a request to view your calendar inside their own Outlook, and you control whether they can only view it or also edit events.
- You can share your entire calendar or just specific events, and you can change or remove sharing permissions at any time.
- Publishing a calendar creates a read-only link you can send to anyone, including people who don't use Outlook.
- The person you share with sees your calendar as a separate calendar in their Outlook sidebar, not mixed into their own events.
- Shared calendars update in real time, so changes you make appear immediately for anyone you've shared with.
Share your calendar using Outlook on the web
Open Outlook in your web browser and select the calendar you want to share from the left sidebar. Right-click on the calendar name and choose Share calendar from the menu. A sharing panel will open on the right side of your screen.
Type the email address of the person you want to share with in the text box. Below that, choose what permission level they should have: Can view lets them see your events but not change them, and Can edit lets them add, change, or delete events on your calendar. Click Share and Outlook sends them an invitation. They'll see a notification in their inbox and can accept or decline the sharing request.
If you want to share with multiple people, repeat these steps for each person. You can see everyone you've shared with by opening the calendar's sharing settings again — the panel shows all current permissions and lets you remove access by clicking the X next to someone's name.
Share your calendar using Outlook desktop
Open Outlook on your computer and click the Calendar icon in the left sidebar. Find the calendar you want to share, right-click it, and select Sharing and Permissions. A dialog box opens showing your current sharing settings.
Click Add to invite someone new. Type their email address in the box that appears. In the Permission Level dropdown, choose Reviewer to let them view only, or Editor to let them make changes. Click OK twice to send the invitation. The other person receives an email asking them to accept access to your calendar.
To remove someone's access later, open the same dialog, click their name in the list, and click Remove. Changes take effect immediately.
Publish your calendar as a read-only link
Publishing creates a link that anyone can view in a web browser without needing an Outlook account or accepting an invitation. This works well if you want to share your calendar publicly or with people outside your organization.
In Outlook on the web, right-click the calendar and select Publish calendar. Outlook generates a link and shows it in a panel. Copy that link and send it to whoever you want to view your calendar. Anyone who clicks the link sees your events in a read-only format — they cannot edit or delete anything.
If you want to stop sharing the published link, go back to the same menu and select Unpublish calendar. The link stops working immediately, and anyone who tries to access it will see an error message.
Share a single event instead of your whole calendar
You don't have to share your entire calendar. You can share just one event by opening it and using the Share or Invite button. This is useful if you want someone to see one specific meeting without showing them your full schedule.
Open the event and click Share (on the web) or Invite Attendees (on desktop). Type the person's email address. They'll receive an invitation to that specific event and can accept or decline. Unlike calendar sharing, event invitations appear in their calendar as separate items they can accept or reject.
Change or remove sharing permissions
You can change what someone can do with your calendar at any time. In Outlook on the web, right-click the calendar, select Share calendar, find the person's name, and click the permission level dropdown to change it from Can view to Can edit or vice versa. Click outside the dropdown to save the change.
To remove someone's access entirely, click the X next to their name. They'll no longer see your calendar in their Outlook, and any links they had will stop working. If you published your calendar as a read-only link and want to stop sharing it with everyone, select Unpublish calendar instead.
If you share your calendar with someone and later regret it, removing them is immediate — they lose access as soon as you click remove. There's no waiting period or confirmation from them.
Troubleshoot common sharing problems
If someone says they didn't receive your sharing invitation, ask them to check their spam or junk folder — sometimes Outlook routing rules send invitations there by mistake. You can also resend the invitation by opening the sharing settings and clicking their name again, then confirming the share.
If a shared calendar isn't showing up in someone's Outlook after they accept the invitation, have them close and reopen Outlook completely. Sometimes the new calendar doesn't appear in the sidebar until they restart the application. On mobile, they may need to close the app and reopen it from scratch.
If you're sharing with someone outside your organization and they can't see your calendar, check whether your organization's IT department has blocked external sharing. Some companies restrict calendar sharing to people with company email addresses only. Contact your IT support team to ask whether external sharing is turned on.
Frequently Asked Questions
Can I share my calendar with someone who doesn't use Outlook?
Yes, but only if you publish it as a read-only link. They can view the calendar in any web browser, but they cannot edit events or see it inside Outlook. If you need them to be able to edit events, they'll need an Outlook account and you'll need to send them a sharing invitation instead.
What's the difference between Can view and Can edit?
Can view means they see all your events but cannot add, change, or delete anything. Can edit means they can create new events on your calendar, modify existing ones, and delete events. Use Can view for most people and Can edit only for people you trust completely, like an assistant or close colleague.
If I share my calendar, can the other person see my private events?
Yes, they see everything on the calendar you share with them, including events marked private. If you don't want someone to see certain events, don't share your whole calendar — instead, invite them to specific events only, or create a separate calendar for work events and share that one instead of your main calendar.
Does the other person get notified when I add a new event to my shared calendar?
No, they see the new event the next time they refresh their Outlook, but they don't receive a notification. If you want to alert them about a specific event, send them an event invitation instead of relying on calendar sharing.
Can I share my calendar with a group or team instead of one person?
No, you must share with individual email addresses. However, if your organization uses Microsoft Teams or a shared mailbox, you can share your calendar with that shared mailbox address, and anyone with access to it will see your calendar.