Share an Outlook calendar with other people

You can share calendar information with other people by using Microsoft Outlook 2010 in three ways:

  • By email
  • With Microsoft Exchange Server accounts
  • By publishing a calendar online
What do you want to do?


Share calendars by email

Calendars shared by email arrive in the recipient’s Inbox as email message attachments, with a Calendar Snapshot in the message body. You can edit the Calendar Snapshot before sending. For example, you can change fonts or highlight days or appointments.

To send a calendar by email:

  1. On the Home tab, in the Share group, click E-mail Calendar.
  2. In the Calendar box, click the calendar that you want to send.
  3. In the Date Range box, click the time period that you want the calendar to show.
  4. Enter or select any other options that you want, and then click OK.

An Outlook 2010 user who receives the Calendar by email can choose to open the Calendar Snapshot in Outlook. Doing so can display the Calendar Snapshot and the recipient’s current calendar in side-by-side mode or calendar overlay mode.

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Share calendars using a Microsoft Exchange Server account

Microsoft Exchange Server enables calendar sharing with others who have Exchange accounts. Your calendars can be viewed only by others to whom you have granted permissions. If the other person whose calendar you want to open has not granted you permission to view it, Outlook prompts you to ask the person for the permission that you need.

After you access a shared calendar for the first time, the calendar is added to the Shared Calendars list in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), where you can access it the next time that you want to view it.

To share your calendar with another Exchange user:

  1. On the Home tab, in the Share group, click Share Calendar.
  2. In the Sharing Invitation that appears, enter the person who you want to share with in the To box.
  3. Enter or select any other options that you want, just as if you were sending an email message.

The recipient sees an email notification that you have shared your calendar. You can also request that the recipient share his or her Exchange Calendar with you.

 Tip    If you want to share a calendar that you created that is not your default Calendar, in the Navigation Pane, right-click the calendar name, and then click Share calendar name.

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Share a calendar by publishing it online

You can publish your default Outlook 2010 Calendar to the Internet, which enables more people to view it. Publishing an Internet Calendar requires neither the publisher nor the user to use an Exchange account.

  • Publish to Outlook.com    You can share your Outlook calendar with others by publishing it on Outlook.com.

To share your Outlook calendar on Outlook.com, first save it as an iCalendar (.ics file), import it into Outlook.com, then share it with the people who need to see it.

Save a calendar as an .ics file by selecting the calendar in Outlook, clicking File > Save Calendar, and choosing the iCalendar Format file type.

Don’t have an Outlook.com account? Learn how to create one at Outlook.com.

  • Publish to a WebDAV server    If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can choose to publish calendars to that server instead.

In your default calendar, on the Home tab, in the Share group, click Publish Online, and then click Publish to WebDAV Server. For more information, see Publish your calendar on a WebDAV server.

Your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) might provide features and tools to enable you to publish your calendar as a webpage. Contact your ISP to verify whether that feature is available to you.

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Applies to:
Outlook 2010