Sharing your calendar in Outlook Web App

If you have an Office 365 or other Microsoft Exchange-based account, you can use Outlook Web App to share your calendar with anyone inside or outside your organization. When you share your calendar with someone inside your organization, they will be able to add it directly to their calendar view in Outlook or Outlook Web App. People outside your organization will be sent a URL that they can use to view your calendar.

For information about how to share an Outlook calendar with other people using Outlook, see Share an Outlook calendar with other people.

 Note    Calendar sharing may not be available for your account, or may be limited to people in your organization.

In this article


Share my calendar with people in my organization

You can share your calendar with people in your organization.

  1. Sign in to Outlook Web App. If you are using Office 365, sign into the Office 365 portal. Click Calendar > Share.

Share button when Calendar is selected in top navigation.

  1. Type the name or email address of the person you want to share your calendar with in the Share with box. This box works just like the To box in an email message. You can add more than one person to share your calendar with.

Send button to share your calendar in Outlook Web App.

  1. After you’ve added who you want to share your calendar with, select how much information you want them to see. Full details will show the time, subject, location, and other details of all items in your calendar. Limited details will show the time, subject, and location, but no other information. Availability only will show only the time of items on your calendar.
  2. You can edit the Subject if you want.
  3. By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead.
  4. After you’ve finished adding people to share with, setting their access levels, and choosing which calendar to share with them, select Send. If you decide not to share your calendar right now, select Discard.

Each person in your organization that you shared your calendar with will receive an email message telling them that you’ve shared your calendar with them. People inside your organization will have two buttons on the invitation – one to add your calendar to their calendar view, and another to share their calendar with you. The email will also include a URL that can be used to access the calendar.

Add Calendar button when you receive calendar sharing invitation.

The calendar will display under PEOPLE’S CALENDARS.

Calendars shared with you display under People's Calendars.

 Note    Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details.

Share my calendar with people outside my organization

You can share your calendar with people outside your organization.

  1. Sign in to Outlook Web App. If you are using Office 365, sign into the Office 365 portal. Click Calendar > Share.

Share button when Calendar is selected in top navigation.

  1. Type the name or email address of the person you want to share your calendar with in the Share with box. This box works just like the To box in an email message. You can add more than one person to share your calendar with.

Send button to share your calendar in Outlook Web App.

  1. After you’ve added who you want to share your calendar with, select how much information you want them to see. Full details will show the time, subject, location, and other details of all items in your calendar. Limited details will show the time, subject, and location, but no other information. Availability only will show only the time of items on your calendar.
  2. You can edit the Subject if you want.
  3. By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead.
  4. After you’ve finished adding people to share with, setting their access levels, and choosing which calendar to share with them, select Send. If you decide not to share your calendar right now, select Discard.

Each person that you shared your calendar that is outside your organization will receive an email message telling them that you’ve shared your calendar with them. The body of the email message will include a URL to access the calendar.

 Note    If your organization and the organization of the person you are sharing your calendar with are federated through Office 365 or Exchange, the invitation will also have two buttons – one to add your calendar to their calendar view, and another to share their calendar with you.

Add Calendar button when you receive calendar sharing invitation.

If the external user’s organization and your organization are federated through Office 365 or Exchange, the person will see your calendar under PEOPLE’s CALENDARS. However, if the external user’s organization and your organization are not federated through Office 365 or Exchange, the user will need to access your mailbox by clicking the URL in the body of the message.

Calendars shared with you display under People's Calendars.

 Note    Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details.

Share my calendar with everyone

 Note    This feature may not be available for your account.

You can share your calendar publicly by using the context menu for My calendars.

  1. Right-click the calendar you want to share. Or, if you’re using a touch device, touch and hold the calendar name.
  2. Select Permissions.
  3. In the Outside organization section, look for Public calendar and choose the level of access you want users to have.
  4. Select Save.
  5. To find the public URL to view or subscribe to your calendar, go back to the calendar list, open the context menu for that calendar again, and select Permissions. There will be two links under Public calendar.
  1. Select View calendar to open your calendar as a webpage so that you can copy the URL. The URL to view your calendar will allow users to view your calendar as a webpage.
  2. To find the public URL to subscribe to your calendar, open the context menu for Subscribe to calendar and select Properties. From there you can copy the URL, which will end in .ics. People can use the link to add your calendar to their email client, such as Outlook or Outlook Web App.

Change calendar sharing permissions

You can change the permissions you’ve set for a calendar, or revoke them completely, by going to the calendar navigation pane at the side and using the context menu for the calendar name under My calendars.

  1. Right-click the calendar you want to unshared, and then click Permissions.

Menu to change calendar sharing permissions in Outlook Web App

  1. To stop sharing your calendar with a person, find the person you want to change permissions for and either choose a new level of permissions or select the delete icon discard to remove their permissions.
    To stop sharing your calendar publicly, change the Public calendar setting to Not shared.

Save button and dialog box when you change sharing permissions.

  1. Select Save to save your changes, or Discard to cancel.

When you delete a person from the list of people you’ve shared your calendar with, the URL that was sent to them will stop working. When you set your Public calendar to Not shared, the associated URLs that were created when you shared your calendar will stop working.

Add another person’s calendar to my calendar view

If you’ve received an invitation to share someone else’s calendar, you can select the link in the invitation to add their calendar to your calendar view.

You can also go your Calendar to add other people’s calendars to your view.

  1. Right-click in the navigation pane where you see Other calendars. Or, touch and hold if you’re using a touch device.
  2. Select Open calendar.
  3. To add a calendar that belongs to someone in your organization, enter their name in From directory. This box works just like the To box on a new email message. After you’ve entered the name, select Open to add the calendar.
  4. To add a calendar from outside your organization, enter the URL in the Internet calendar box, and then select Open. The URL should end with .ics.

After you’ve added another calendar, you can select it to add it to or remove it from your calendar view, or use the context menu to rename it, change its color, or delete it from your view.

What else do I need to know?

  • Calendar sharing doesn’t give anyone the ability to edit your calendar, only to view it.
  • You can’t use Outlook Web App to give someone else permission to change your calendar, but you can use the Delegate access feature in Outlook to give other people in your organization permission to make changes to your calendar and to respond to meeting requests on your behalf. See Allow someone else to manage your mail and calendar to learn how to set up delegate access using Outlook 2013.
  • For information about how to use Outlook 2013 to manage a calendar that isn’t in your mailbox, see Manage another person's mail and calendar items.
  • If you try to add another person’s calendar and are sure the URL is correct, but aren’t seeing any information, try removing the calendar and adding it again, changing the http to https.

What if I want to know more?

Working with multiple calendars

 
 
Applies to:
Outlook Web App, Outlook Web App for Office 365 Enterprise, Outlook Web App for Office 365 Small Business