Sharing Calendars in Microsoft Outlook

Overview

Microsoft Outlook allows you to share your calendar with other people so they can view your availability, see appointment details, or help manage your schedule.

Calendar sharing is useful for coordinating meetings, managing departmental schedules, and allowing coworkers to view your availability.

You can share your calendar using:

• Classic Outlook for Windows
• New Outlook for Windows
• Outlook on the web

The available options may vary depending on your Outlook version and whether you are sharing with someone inside or outside Cedar Crest College.

Understanding Calendar Sharing Permissions

When sharing your calendar, you can choose how much information another person can see.

Important: Only grant editing or delegate access to individuals who need those permissions. Calendar information may contain confidential or sensitive details.

Share Your Calendar in New Outlook for Windows

1. Open New Outlook.
2. Select Calendar from the navigation menu.
3. Locate your calendar under My calendars.
4. Right-click your calendar and select Sharing and permissions.
5. Enter the name or email address of the person you want to share your calendar with.
6. Select the appropriate permission level.
7. Select Share.

The recipient will receive an invitation to access your calendar.

Change or Remove Calendar Permissions

1. Right-click your calendar and select Sharing and permissions.
2. Locate the person whose permissions you want to change.
3. Select a different permission level or choose Remove.
4. Save or apply your changes if prompted.

Share Your Calendar in Classic Outlook for Windows

1. Open Classic Outlook.
2. Select Calendar from the navigation bar.
3. Under My Calendars, select the calendar you want to share.
4. On the Home tab, select Share Calendar.
5. Choose the calendar you want to share if prompted.
6. In the sharing invitation or calendar properties window, add the person you want to share with.
7. Select the appropriate permission level.
8. Select Send, Apply, or OK, depending on the Outlook version and sharing window.

Change or Remove Calendar Permissions

1. Open Outlook and select Calendar.
2. Right-click the calendar under My Calendars.
3. Select Properties or Sharing Permissions.
4. Open the Permissions tab if necessary.
5. Select the person whose access you want to change.
6. Modify their permission level or remove them.
7. Select Apply or OK.

Share Your Calendar in Outlook on the Web

1. Open Outlook on the web and sign in with your Cedar Crest College Microsoft 365 account.
2. Select Calendar.
3. Locate your calendar under My calendars.
4. Right-click the calendar and select Sharing and permissions.
5. Enter the recipient's name or email address.
6. Select the appropriate permission level.
7. Select Share.

Change or Remove Calendar Permissions

1. Return to Calendar > Sharing and permissions.
2. Locate the person whose access you want to modify.
3. Change their permission level or select Remove.

Open a Calendar Someone Shared with You

New Outlook and Outlook on the Web

If someone shares a calendar with you, you may receive an email invitation.

1. Open the sharing invitation.
2. Select Accept or Add calendar, depending on the invitation.
3. Open the Calendar section of Outlook.
4. Locate the shared calendar in your calendar list.

If the calendar does not appear automatically:

1. Open Calendar.
2. Select Add calendar.
3. Choose Add from directory.
4. Search for the person's name.
5. Select the calendar and add it.

Your ability to view details depends on the permissions granted by the calendar owner.

Classic Outlook for Windows

1. Open Calendar.
2. On the Home tab, select Add Calendar > Open Shared Calendar or Open Calendar > Open Shared Calendar, depending on your Outlook version.
3. Enter the name of the person whose calendar you want to open.
4. Select OK.

The shared calendar should appear in your calendar list.

Sharing Your Calendar Outside Cedar Crest College

You may be able to share your calendar with people outside Cedar Crest College, depending on Microsoft 365 security and sharing settings.

External calendar sharing may be limited to availability information or other permitted details.

If external sharing is unavailable, it may be restricted by College policy.

Do not publish or share calendars containing confidential College information without appropriate authorization.

Troubleshooting Calendar Sharing

The Person Cannot See My Calendar

• Verify that you shared the calendar with the correct email address.
• Confirm that the recipient accepted the sharing invitation, if required.
• Review the permissions assigned to that person.
• Ask the recipient to close and reopen Outlook or try Outlook on the web.

The Shared Calendar Is Not Updating

1. Close and reopen Outlook.
2. Confirm that your internet connection is working.
3. Check whether the calendar displays correctly in Outlook on the web.
4. If the issue only occurs in the desktop application, submit an IT Support Request.

I Cannot Edit a Shared Calendar

You may only have viewing permissions.

Ask the calendar owner to review your access and grant Can edit permissions if appropriate.

I Don't See the Sharing Option

• Verify that you selected a calendar you own.
• Confirm that you are signed in with your Cedar Crest College Microsoft 365 account.
• Try using Outlook on the web.
• If the option is still unavailable, submit an IT Support Request.

Additional Resources

For Microsoft's latest instructions, visit:

Share an Outlook calendar with other people

Need Additional Assistance?

If you need help sharing your calendar, changing permissions, or accessing a shared calendar, submit an IT Support Request.