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Outlook lets you share an existing calendar, create a separate calendar and share it, or create a Microsoft 365 group calendar. The right option depends on what you want other people to see.
- Share your existing calendar when people need access to your schedule.
- Create a separate calendar for a project, rota, classroom, or event schedule that should not be mixed with personal appointments.
- Use a Microsoft 365 group calendar when a team needs a shared calendar that belongs to the group rather than one individual.
The menu names differ between new Outlook, classic Outlook, Outlook on the web, Outlook.com, and Outlook for Mac. The steps below cover each current version.
Before you share a calendar
Decide what recipients should be allowed to do. Outlook offers several permission levels:
| Permission | What the person can see or do | Good for |
|---|---|---|
| Can view when I’m busy | Only free/busy status | People scheduling meetings with you |
| Can view titles and locations | Free/busy status, appointment titles, and locations | Basic team coordination |
| Can view all details | Full appointment information, subject to Outlook’s privacy settings | Close colleagues or family members |
| Can edit | Add, change, and delete items on the shared calendar | Project calendars and rota management |
| Delegate | Manage calendar items and, depending on the options selected, meeting requests sent to you | Assistants and calendar managers |
Do not give Can edit or Delegate permission unless the recipient genuinely needs to change your calendar. A private appointment can still be marked Private, but test the result with a non-sensitive event before sharing confidential information.
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Share an existing calendar in new Outlook for Windows
New Outlook is the Windows app with the newer web-style interface. To share your calendar:
- Open Outlook and select Calendar.
- On the Home tab, select Share Calendar.
- Choose the calendar you want to share if Outlook presents more than one.
- Enter the person’s name or email address.
- Select the permission level from the drop-down list.
- Select Share.
The recipient receives an invitation or notification. They may need to accept it before the calendar appears in their calendar list.
You can also manage existing access by selecting the calendar in the left pane, opening its three-dot More options menu, and choosing the sharing or permissions command shown by your version of Outlook.
Create a separate calendar and share it in new Outlook
- Go to Calendar.
- In the left pane, select Add calendar.
- Select Create blank calendar or the equivalent new-calendar option.
- Enter a name, such as Website Launch, Staff Rota, or School Events.
- Choose a color if Outlook offers that option, then select Save or Create.
- Select the new calendar in the left pane.
- Open its three-dot menu and choose Sharing and permissions, Share, or the equivalent option.
- Add the people who need access and assign their permission levels.
Events added to this calendar are separate from events on your primary calendar. Make sure you select the new calendar in the calendar picker when creating an event; otherwise, Outlook may save the event to your default calendar.
Share a calendar in Outlook on the web or Outlook.com
These steps apply to both Outlook on the web for work or school accounts and Outlook.com for personal Microsoft accounts, although the exact labels can vary slightly.
- Sign in to Outlook in your browser.
- Select Calendar.
- In the left calendar list, select the calendar you want to share.
- Right-click it, or select its three-dot menu.
- Choose Sharing and permissions or Share and permissions.
- Enter a person’s name or email address.
- Select the permission level.
- Select Share.
To create a separate calendar first, select Add calendar in the calendar view, choose Create blank calendar, name it, and save it. Then use the calendar’s three-dot menu to open its sharing settings.
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Share with someone outside your organization
Enter the external email address in the sharing dialog and choose the lowest permission level that meets your needs. The recipient may need a Microsoft account or may receive a link-based invitation, depending on the organization’s sharing policy.
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Share a calendar in classic Outlook for Windows
Classic Outlook has the traditional ribbon and Folder Pane. You can share your primary calendar from the ribbon:
- Select Calendar.
- On the Home tab, select Share Calendar.
- Choose the calendar, if Outlook asks you to select one.
- In the invitation window, select To and choose a person from the address book, or type an email address.
- Choose the level of calendar detail to share.
- Select Send.
For more precise permission management:
- In Calendar, right-click the calendar in the Folder Pane.
- Select Properties.
- Open the Permissions tab.
- Select Add, choose a person, and select OK.
- Select the person in the permissions list.
- Choose a permission level, or set individual options such as reading, creating, editing, and deleting items.
- Select Apply, then OK.
Create a separate calendar in classic Outlook
- Open the Calendar module.
- On the Folder tab, select New Calendar.
- Give the calendar a name.
- Confirm that the calendar will be created in your mailbox or the intended calendar folder.
- Select OK.
- Right-click the new calendar, select Properties, and open Permissions.
- Add the people who need access and assign their permissions.
In some classic Outlook builds, the command appears as Home > Add Calendar > Create New Blank Calendar instead. Search the ribbon for “New Calendar” if you cannot find it.
Share a calendar in Outlook for Mac
In the current Outlook for Mac, calendar sharing is managed from the calendar’s context menu:
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- Open Outlook and select Calendar.
- In the sidebar, select the calendar you want to share.
- Select the calendar’s three-dot menu, or Control-click the calendar.
- Select Sharing Permissions.
- Select Add Person or the plus button, depending on the version.
- Enter the person’s name or email address.
- Choose the permission level.
- Select Done.
To create a separate calendar, use the calendar add or new-calendar command in the sidebar, name the calendar, and then open Sharing Permissions for that calendar.
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If you are using an older or legacy Mac version, the menu may not match these steps. A shared calendar opened from another Exchange account can also have a Remove from View command; that removes it from your view and does not change the owner’s sharing permissions.
Use a Microsoft 365 group calendar for a team
A group calendar is often better than sharing one employee’s personal calendar. It belongs to the Microsoft 365 group, so it remains available when staff change roles.
- In Outlook on the web or new Outlook, open the People or Groups area.
- Select New group.
- Enter a group name, email address, privacy setting, and description.
- Add the required members.
- Open the group and select its Calendar tab.
- Add events to the group calendar.
Group members normally receive access through their group membership. If the group is private, people must be members before they can use its calendar. A group calendar is different from a shared personal calendar: it is designed for team-owned events rather than for exposing one person’s appointments.
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Outlook for iOS and Android is mainly intended for viewing calendars, creating events, and adding calendars that someone else has shared. It does not provide the full calendar-permission management available in Outlook on the web or desktop.
For reliable sharing, open Outlook on the web or use new Outlook for Windows or Outlook for Mac. In the mobile app, shared calendars that have already been added can generally be managed from:
- Open Calendar.
- Tap the menu button in the upper-left corner.
- Tap the gear icon next to the calendar.
- Use Remove Shared Calendar if you need to remove it from the mobile view.
Removing it from the app does not revoke other people’s access and does not delete the owner’s calendar.
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Check that the shared calendar works
- Ask the recipient to accept the invitation.
- Have them open Calendar and look under People’s calendars, Shared calendars, or the relevant group.
- Create a harmless test appointment on the shared calendar.
- Ask the recipient to confirm that they can see it.
- If they have edit access, ask them to create a test event and confirm that it appears for you.
- Delete the test events after testing.
If the recipient can see the calendar but not its contents, check the permission level. Can view when I’m busy deliberately hides subjects and details. If a calendar is missing completely, the recipient may not have accepted the invitation, may be signed in with a different account, or may be blocked by an organization policy.
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Change or stop sharing a calendar
Sharing is controlled by the calendar owner. To remove someone’s access in Outlook on the web or Outlook.com:
- Open Calendar.
- Right-click the calendar you own.
- Select Sharing and permissions.
- Find the person.
- Select Remove, then save or confirm the change.
In new Outlook for Windows, open Calendar > Home > Share Calendar and select Remove beside the person’s name. On Mac, open the calendar’s Sharing Permissions, select the person, choose the minus button, and select Done.
Removing permission does not always erase a copy already received by an external recipient. A calendar shared with someone in another organization may remain in that person’s calendar list but stop synchronizing. An ICS or internet-calendar subscription can also remain until the recipient removes it or their calendar service refreshes.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Common mistakes to avoid
- Sharing the wrong calendar: check the selected calendar name before adding recipients.
- Giving edit access unnecessarily: use Can view all details for read-only access.
- Expecting a new calendar to replace the primary calendar: Outlook still uses your default calendar unless you select the new one when creating events.
- Deleting events instead of changing permissions: removing appointments does not remove a recipient’s access and can destroy calendar data.
- Assuming a personal calendar is a team calendar: use a Microsoft 365 group for team-owned scheduling.
- Expecting mobile settings to match desktop: use the web or desktop application for permission changes.
FAQ
Can I share only a new calendar instead of my main Outlook calendar?
Yes. Create a blank calendar from Add calendar, name it, and share that calendar. Events on it remain separate from your primary calendar.
Does sharing my Outlook calendar let someone read my email?
No. Calendar permissions apply to the selected calendar. They do not grant access to your mailbox or email. Delegate permissions can provide broader calendar-management capabilities, so use them carefully.
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What is the safest permission to use?
Start with Can view when I’m busy for scheduling, or Can view all details when the person needs to read appointments but not change them. Use Can edit only for people who must manage events.
Why does the recipient not see the shared calendar?
Confirm that they accepted the invitation and are signed in with the address you shared with. Also check that the calendar is not hidden and that your organization allows sharing. External recipients may have different access limits.
Can I share an Outlook calendar with Gmail?
Often, yes, but the experience depends on your account and organization settings. You can send a sharing invitation to the Gmail address, or publish/subscribe using an ICS link where that feature is allowed. An external copy may not update instantly.
Does removing a person’s permission delete the calendar from their account?
Not always. For internal Microsoft 365 sharing it may disappear when no other permission applies. External or ICS copies can remain but stop receiving updates.
The Bottom Line
For most people, the quickest method is Calendar > Share Calendar, then add the recipient and choose the least powerful permission that works. Create a separate blank calendar when the schedule should be independent of your personal appointments, and use a Microsoft 365 group calendar when the schedule belongs to a team. Use Outlook on the web or desktop for full sharing controls; the mobile app has more limited calendar-permission features.
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