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How to Share Your Outlook Calendar

Sometimes you need a colleague to see your schedule, or you need to view theirs. Outlook's calendar sharing feature sends the other person an email invitation — once they accept, your calendar appears in their Outlook automatically.

Permission Levels

When sharing your calendar, you can choose one of four permission levels:

Permission What they can see Best for
Availability only Free/busy status only — no details Scheduling meetings without exposing your agenda
Limited details Event title and location only General sharing between colleagues
Full details Everything — notes, attendees, full description Close collaboration, e.g. lawyers in the same team
Can edit Full view plus ability to create and modify events Assistants or secretaries managing your diary

Recommendation

For most lawyers, Limited details is sufficient. Only grant Can edit to an assistant who manages your calendar on your behalf.

Sharing Your Calendar

  1. Open Outlook and click the Calendar icon in the bottom navigation bar
  2. In the left panel under My Calendars, right-click your main calendar (usually your name)
  3. Select Share → Share Calendar
  4. In the To field, type the person's name or email address
  5. Under Details, select the permission level from the dropdown (see table above)
  6. Click Send

The recipient will receive a sharing invitation by email. Once they click Accept, your calendar will appear in their Outlook.

  1. Open a browser and sign in at outlook.office.com
  2. Click the Calendar icon in the left navigation bar
  3. Find your main calendar in the left panel and click the ··· menu next to it
  4. Select Share
  5. Type the person's name or email in the Share with field
  6. Select their name from the search results, then choose the permission level on the right
  7. Click Share

Accepting a Shared Calendar

When you receive a calendar sharing invitation:

  1. Open the email and click Accept
  2. The person's calendar will automatically appear under Other People's Calendars in your Outlook
  3. Tick the checkbox next to it to display it in your calendar view

Note

If you didn't receive the invitation email, ask the sender to confirm it was sent, or contact IT support at support@longtonblackwell.com.au

Removing Calendar Access

If you no longer want to share your calendar with someone:

  1. Follow the steps above to open your calendar sharing settings
  2. Find the person you want to remove and click Remove or × next to their name
  3. Save — they will immediately lose access to your calendar

Frequently Asked Questions

Q: I shared my calendar but a colleague says they can't see some events. Why?

A: Check the privacy setting on those events. If an event is marked as Private, others will only see your free/busy status for that time slot, even if you've shared full details.

Q: Can I share with multiple people at once?

A: Yes. Add one person at a time and set a different permission level for each if needed.

Q: Can they see my past events after I share?

A: Yes. Once access is granted, they can view all events on your calendar — past and future.

Q: Will shared calendars appear on my phone?

A: Yes. As long as the Outlook mobile app is signed in with the same work account, accepted shared calendars will appear there too.