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To share a calendar in Microsoft 365, open Calendar in Outlook, choose Share, select the calendar, enter the recipient, and set the least-permissive access that meets the need. The recipient gets an invitation to accept. Your organization’s settings and the Outlook version you use can limit which sharing options are available.
Share your calendar in Outlook on the web
- Open Outlook on the web and select Calendar.
- Select Share on the toolbar, then choose the calendar you want to share. You can share a calendar you own, not one owned by someone else.
- Enter the recipient’s name or email address.
- Choose a permission level appropriate to the recipient’s role.
- Select Share. Outlook emails an invitation; the recipient must accept it to add the calendar.
Microsoft’s newer Outlook instructions use Calendar > Home > Share Calendar > Sharing and permissions. Labels vary between new Outlook, classic Outlook, and Outlook on the web. If the steps do not match your screen, check which Outlook version you are using. See Microsoft’s Outlook on the web calendar-sharing instructions and its instructions for edit and delegate permissions.
What permissions other people can have to your calendar
Choose based on what the recipient actually needs. Availability-only access reveals less than full event details; editing and delegate access allow the recipient to take actions, not just view.
| Permission | What the recipient can do | Suitable use |
|---|---|---|
| Can view when I’m busy | See when you are unavailable, without event details such as location. | Coordinate meeting times while keeping event information private. |
| Can view titles and locations | See availability, event titles, and locations. | Provide context to a colleague who does not need to make changes. |
| Can view all details | See event details without editing the calendar. | Give a collaborator full visibility only. |
| Can edit | Make changes to calendar events. | Let a colleague maintain the calendar without handling meeting requests as a delegate. |
| Delegate | Edit the calendar and handle meeting requests on your behalf. | Authorize an assistant or colleague to manage scheduling. |
Permission names and eligibility depend on the Outlook client and account. In the documented sharing flows, external recipients are limited to view permissions; edit and delegate access are for people in the organization. Delegate access requires a work or school Microsoft 365 or Exchange Online account. In new Outlook, delegates are limited to the primary calendar. See Microsoft’s permission and delegation guidance.
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Share with someone outside your organization
External sharing depends on your account and your organization’s policy. Microsoft Support notes: “Calendar sharing may not be available for your account, or may be limited to people in your organization, depending on your organization settings.” An external recipient may need a Microsoft 365 or Outlook.com account to accept a direct-sharing invitation. If the external-sharing option is unavailable, ask your Microsoft 365 administrator whether your organization allows it.
Private events and calendar privacy
Private status is not a substitute for limiting calendar permissions. Microsoft says recipients usually see only the time of private items, not their titles, locations, or other details; an owner can allow a delegate to see private events. Classic Outlook documentation cautions against relying on the Private flag to hide details from someone with sufficient folder-level read access. Grant only the access required for the task.
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Change or remove someone’s access
- In Outlook on the web, right-click the calendar name and choose Sharing and permissions.
- Find the recipient and change the permission, or remove the recipient’s access.
Removing an external recipient stops future syncing and updates, but does not erase a copy already present in that person’s calendar. See Microsoft’s calendar-sharing help.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Direct sharing versus publishing an ICS or HTML calendar
Direct sharing grants a recipient the permission you choose. Publishing an HTML or ICS calendar instead provides a read-only view: an HTML link opens in a browser, while an ICS link can be imported as a snapshot or subscribed to for updates. How often a subscription refreshes depends on the recipient’s email provider. Published calendars do not let recipients edit your source calendar. See Microsoft’s explanation of calendar publishing and sharing.
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“This calendar can’t be shared”: what to check
- The Share control is missing or unavailable: Your account may not support sharing, or an organization policy may restrict it. Microsoft says a greyed-out sharing option can result from an administrator’s policy. Contact your Microsoft 365 administrator; the applicable setting varies by organization.
- You can share only with coworkers: External sharing may be disabled or limited by your organization’s settings. Check with the administrator before trying another method.
- The invitation fails: Verify the email address. Microsoft lists an invalid address, a Microsoft 365 Group address, and an external user outside the organization in the relevant workflow among possible causes. Review Microsoft’s view-only sharing troubleshooting guidance.
- You cannot grant edit or delegate access: Confirm that the recipient is eligible under your organization’s rules and that your account supports the requested permission. Delegate access requires a work or school Microsoft 365 or Exchange Online account.
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