How to Share Your Calendar in Outlook

Why Share Your Calendar?

Sharing your calendar helps colleagues:

• See when you are available for meetings
• Avoid scheduling conflicts
• Know when you are out of office

Sharing Levels

You can choose how much detail others see:

• Free/Busy - Only shows if you are available or not
• Limited details - Shows meeting titles
• Full details - Shows complete meeting information
• Editor - Allows them to edit your calendar

Share Calendar in Outlook Desktop

Step 1: Open Calendar

• Open Outlook
• Click Calendar at the bottom

Step 2: Share Calendar

• Click Share Calendar in the toolbar
• Select your calendar
• Click Add to add people
• Type their email address
• Select the permission level
• Click OK

Step 3: Send Invitation

Click Send to share your calendar with them.

Share Calendar in Outlook Web

Step 1: Open Calendar

• Go to outlook.office.com
• Click the Calendar icon

Step 2: Share

• Right-click on your calendar in the left sidebar
• Click Sharing and permissions
• Type the person's email address
• Select what they can see
• Click Share

Viewing Shared Calendars

Adding Someone's Calendar

• Click Add calendar in Outlook
• Click From directory or From address book
• Search for the person
• Click Add

Their calendar will appear alongside yours.

Checking Availability Before Meetings

When scheduling a meeting:

• Add attendees to the meeting
• Click Scheduling Assistant
• View everyone's availability at once
• Choose a time that works for all

Tips for Calendar Sharing

Do:

• Share with your immediate team
• Use appropriate permission levels
• Keep your calendar up to date
• Block out focus time

Consider:

• Share "Free/Busy" with the whole company
• Share "Full details" with your manager
• Mark personal appointments as "Private"

Need Help?

For calendar sharing help, contact helpdesk@netlumait.com.au or call 1300 521 162.