How to Share a Calendar in Outlook: Easy Guide

How to Share a Calendar in Outlook: Easy Steps!!
Image by rawpixel on Freepik

If you don’t appreciate unscheduled appointments colliding with your busy schedules, then sharing your Outlook calendar is your best option. By doing so, those you share it with—your colleagues, friends, and family members—will know what’s on your schedule and they can see your free time. In this article, you’ll learn how to share your Outlook calendar on Windows. Before that, let’s show you how to create a shared Calendar on Outlook.

How to Set Up a Shared Calendar in Outlook 

Creating shared calendars is an excellent approach to gaining access to a crucial Calendar list that will assist you in organizing activities, checking meeting room availability, and scheduling conference calls.

You can create a shared Calendar in Outlook from scratch by doing the following:
1. Log into your Microsoft account and open Outlook. Select “Calendar View,” and then move to the next step.

2. After you’ve opened Calendar View, search for the button labeled “Add Calendar.” Select “Create New Blank Calendar” from the drop-down option that Outlook shows.

3. Change and control the details of the main Calendar folder. The following settings must be changed in the folder:

  • Calendar Name: Give the shared calendar a name.
  • Folder Contains: In this field, pick the things that the folder contains
  • Choose Where to Save the Folder: The new shared calendar can be saved in several Outlook sections and folders. Put the calendar under the Calendar section for convenience.

4. Navigate to the Calendar Folder and click the “Share Calendar” icon.
After you’ve made the calendar, open it and look for the Share Calendar icon; click on it.

5. Click “Add…” to add names to the Calendar.
Look for the “Add Users” dialog box after clicking the “Add” button.

Enter the email address or search your address book for the name of the person you wish to invite.

Proceed by clicking on the individual with whom you want to share the calendar.

6. Select “Permissions” from the Calendar Properties dialog box.
Return to the Permissions Tab and choose one person’s name to update their permissions.

There are five access levels; some allow users to see everything linked to a calendar (such as availability, subject, and meeting location), while others require invited users to obtain permission to edit or manage calendar features.

7. Press the “OK” button and wait for the recipients to accept the sharing invitation.
After you’ve chosen the person and permissions for the new calendar, click “OK.”

The recipients will receive an invitation in Outlook to open, view, and (if necessary) edit the new shared calendar.

How to Share Your Outlook Calendar on Windows

Step 1: Launch Outlook. In the lower left, select the Calendar icon. From the menu, select Share Calendar. You’ll be shown a list of calendars that can be shared; not all of the calendars you’ve set up in Outlook will be available.

Select the calendar that you want to share.

In Microsoft Outlook, choose which calendar to share.

Step 2: The Permissions section of the calendar Properties dialog box will appear. Select the Add… option.

In the window that appears, you can easily select a user to share with from your contact list, or you can write an email address into the Add box. You can select or add as many people as you want. To add a user from your contacts, click on a contact and then the Add button. The user(s) will be added with the default view rights.

When you’re finished, press the OK button.
Step 3: The permissions options will be visible in your user list. This is where you have Can see and Can edit. Select each user and then set the level of rights you want for them.

When you’re finished, click the Apply button, followed by the OK button. This will send an email to each user, allowing them to accept or decline the calendar-sharing invitation.

How to Post Your Outlook Calendar to a Website

You can also share your Outlook calendar using the Outlook website. This is how.

Step 1: Navigate to your Outlook account on the web at Sign in if you don’t already have an account.

On the left, click the Calendar icon. Right-click on the calendar you want to share and choose Share. If it can be shared, a Sharing and Permissions option will appear. Choose it.

Step 2: Fill in the email address box in the dialog that appears. As you type, options will pop up for you to choose from. Complete the email address or choose from the list.

Step 3: After you’ve added the user, you’ll be able to set permissions. Can read all details or Can edit are the alternatives. Make your selection, then click Share.

The user will populate, and you can then add another. Continue to add users until you’ve added them all.

Why Can’t I Share Calendar In Outlook?

When you’re unable to share your Outlook Calendar, then there the three possible reasons why:

  • Incorrect email address: Always ensure you enter the proper email address to resolve this issue.
  • The email address belongs to a Microsoft 365 Group: The calendar invite will not be delivered if the email address belongs to a Microsoft 365 Group.
  • The email comes from an external user who is not a member of your organization: Ensure that you are inviting people who are already members of your group.

In Outlook, How Many Shared Calendars Can I Have?

By default, the number of calendars is 30, but can be increased in multiples of ten. To access the registry editor, press the Windows key + R, type regedit, and then hit Enter. (If the keys in the path do not exist, create them). Select New, DWORD from the context menu when you right-click on the Calendar key.

What’s the Distinction Between Outlook’s Shared Calendar and Group Calendar?

Employees can manage their own assignments and appointments using shared calendars, while team leaders can use group calendars to coordinate meetings and other duties.

How Can I Share Someone on my Calendar?

Share a calendar with certain individuals in a few steps.

  • Open Google Calendar on your computer…
  • Locate the “My calendars” option on the left.
  • Hover your mouse over the calendar you wish to share and select More…
  • Under “Share with specific people,” select Add people.
  • Add an email address from a person or a Google organization.
  • Click the Send button.

In Outlook, how can I Set up a Team Calendar?

Click Calendar Groups > Create New Calendar Group on the Home tab of Calendar, under the Manage Calendars group. Give the new calendar group a name, then click OK. Select the Address Book or Contact list from which you wish to select members of your group under Address Book.

What is the Most Effective Technique to Manage Two Calendars?

The first step in managing many calendars and appointments is to select a trustworthy calendar app that meets your requirements and preferences. A good calendar app should let you sync, browse, and edit calendars from many sources like as Google, Outlook, or Apple.

How To Turn Off Safe Mode On Android

How to Recall an Email in Outlook: Easy Steps

An Error Occurred Installing iOS 17? Here’s What To Do




Leave a Reply

Your email address will not be published. Required fields are marked *

You May Also Like