You can share your calendar directly in Microsoft Teams: open Calendar, select More options > Share, enter a person’s name or email address, choose what they can see or do, and select Share. The available permissions may depend on your organization’s policies. Choose the least access that meets the recipient’s needs.
Share your calendar from Teams
- Open Calendar in Teams.
- Select More options, then Share.
- Enter the contact’s name or email address.
- Choose a permission level from the dropdown.
- Select Share to send the invitation.
You can also adjust general access for people in your organization from the Inside your organization > People in my organization dropdown. Your organization may restrict some sharing permissions. If an option you need is missing, ask your IT administrator whether it is restricted.
Choose the right permission
| Permission | What the recipient can do or see | Suitable for |
|---|---|---|
| Can view when I’m busy | See times marked busy, without event details. | Checking your availability. |
| Can view titles and locations | See event titles and locations. | Basic coordination when event context helps. |
| Can view all details | See event details such as descriptions and attendees. | Someone who needs context but should not change events. |
| Can edit | View, edit, and delete events. | Someone maintaining your calendar. |
| Can delegate | View, create, modify, and delete calendar items; create meeting requests and respond to invitations on your behalf. | Someone who needs to handle meetings for you. |
For simple availability checks, use Can view when I’m busy. Grant detail access only when needed. Reserve edit access for calendar maintenance and delegate access for someone who must handle meeting requests on your behalf.
Organization and privacy considerations
Microsoft cautions: “Some sharing permissions might be limited depending on policies set by your org.” If you cannot choose a permission level, your organization’s configuration may be the reason.
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In Outlook’s documented sharing and delegation flows, people with ordinary access generally see only the time of items marked Private, not their subject, location, or other details. An Outlook delegate can see private events if the owner enables Let delegate view private events. This is Outlook-specific guidance; do not assume identical behavior in every Teams calendar scenario.
Delegate access in Outlook
Use delegate access only when someone needs to schedule or respond to meetings on your behalf. Microsoft’s Outlook documentation distinguishes delegates, who can handle meeting requests for the owner, from editors, who have calendar-editing access. In the documented new Outlook flow, delegation is limited to the primary calendar, and editor or delegate access cannot be given to people outside the organization. These are Outlook-specific limitations, not universal Teams rules.
Change or remove sharing
Microsoft’s Outlook instructions describe removing a person from the calendar’s sharing list to stop sharing. For related Outlook and Microsoft 365 shared calendars, permission changes may not appear instantly in every client, and removal behavior can vary depending on whether the recipient is in the same or a different organization. Check the sharing controls in the product you used and allow for client or organization-specific behavior.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.FAQ
How do I share my calendar in Microsoft Teams?
Open Calendar, select More options > Share, enter the person’s name or email address, choose a permission level, and select Share.
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Can I let someone see only when I’m available?
Yes. Choose Can view when I’m busy so they can see busy times without event details.
Why can’t I choose a permission in Teams?
Your organization may restrict some sharing permissions. Ask your IT administrator whether the option is limited by policy.
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What is the difference between editing and delegating?
Edit access lets someone view, edit, and delete events. Delegate access additionally lets them create meeting requests and respond to invitations on your behalf.
Can I give an external person edit or delegate access?
Availability depends on the product and account configuration. Microsoft’s documented new Outlook flow does not allow editor or delegate access for people outside the organization; do not treat that Outlook-specific rule as a universal Teams limitation.
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How do I stop sharing my calendar?
Use the calendar’s sharing controls to remove the person from the sharing list. Changes may not appear instantly in every Outlook or Microsoft 365 client.
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