Do you want to share your calendar with colleagues and other people in your workplace, but don’t know how to do it? Don’t worry; In this article, we’ll discuss easy ways to make the calendar sharing process a breeze for you.
Follow all the steps mentioned in the article as they are given to avoid the possibility of any mistake. The steps in this article work great in Office 365 and post-2013 versions of Outlook, allowing you to share your Outlook calendar with others.
What is Microsoft Outlook?
Microsoft Outlook is a versatile software that serves a variety of purposes, including collaborating with others to mark events, set reminders for important events, schedule appointments, and more.
Microsoft Office includes Office 365 folders. It is mainly used to exchange emails (with email services like @Gmail, @hotmail, @msn, etc.) with team members via communication with Microsoft servers.
Features such as email calendar sharing and managing important tasks make Outlook an important part of any company.
- Steps to share your new calendar in Microsoft Outlook
- Steps to share your calendar with a work colleague
- How do I view a calendar shared with me by a colleague?
- Steps to share your calendar with someone outside your organization
- How do I access a calendar that’s been shared with someone outside my organization?
- How can I access the shared calendar if I’m using third party software?
- Who has access to your calendar and what permissions do they have?
When sharing an Outlook calendar, there are two possible situations. First, you know the person you want to send this calendar to. Another scenario is when a user shares a calendar outside of your organization.
We’ll look at how to approach both situations with the following steps.
The steps to share an Outlook calendar you know or work in the same organization are simple.
1. Open the Outlook desktop application.
2. If you have multiple accounts registered with your office suite, make sure you only select the calendar from the correct Microsoft account.
3. Click the Home tab. Click Share Calendar and select the desired calendar.
4. Go to the “Permissions”tab and click “Calendar Properties”. It will show you a list of users who can access your calendar.
5. According to the default settings, anyone who works in the same company can only see the schedule when you are busy, nothing more.
6. However, configurations vary by organization. Hence, we will focus on how you can share it with one user who works with you.
7. Now click the “Add”button to allow someone to access your calendar.
8. Next, you will see your address book on the display. According to the default settings, it will show you a list of users from your organization.
9. If the required user is not in the list, you can enable it by clicking the Add button. Click OK.
- Once you have added the user, click OK. Your calendar will not be available to this person.
10. The selected username will be shown in the permissions window. By default, they will be set to “Can view all details”.
This setting can be configured and changed at any time as you wish.
- Click on the “Home”tab.
- Select Add calendar.
- Click Open Shared Calendar.
- After that, a window will open. Enter the name of the user whose shared calendar you want to view and click OK.
You can now access all of that user’s shared calendars in the Shared Calendars list.
The process for sharing a calendar with someone who works in another organization is not much different.
1. Open the OutlookDesktop application.
2. Open the calendar you want to share.
3. If you have multiple Microsoft accounts on your device, make sure you only select the calendar from the correct Microsoft account.
4. Click Main Menu. Click Share Calendar.
5. Then a window with calendar properties will open. To share your calendar with a user that is not listed, click Add in the Add Users dialog.
6. You can see a list of users who can currently see your Outlook calendar.
7. After that, your address book will be displayed on the screen. From here select “Contacts”. All external contacts stored in your address book will be shown in the list.
8. However, if you find that the user you want is not in this list, you will need to add that user first. Add this user and click OK. Your calendar will be shared.
9. The user you selected will be included in the permissions window. By default, they will be set to “Can view all details”.
This option may be updated or changed at any time at your discretion.
It’s important to note here that people working outside of your organization cannot be granted “Delegate”or “Can Edit”rights.
This is different from the usual way to access a shared calendar.
The process for viewing a shared calendar by someone outside of your organization is slightly different.
Follow the steps below to access the shared calendar as a recipient.
- Click Accept and View Calendar.
- You will be redirected to the official Outlook website.
- You must be logged into your account to see the shared calendar.
The methods mentioned in the article are not directly applicable if you do not have Outlook and are using alternative software.
The process is a little time consuming as it requires a few extra steps. We will explain by taking a link to Google Calendar. This is because it is one of the most popular calendar software available on the market right now.
However, the steps are equally valid for any other calendar software you may be using.
- Open Gmail (or whatever email service you use) and sign in to your email account.
- Open the sharing invitation email.
- You will see a new email open. Right-click the “This URL”option in the lower right corner of the email.
- Select Copy Link Location.
- Sign in to your Google Calendar.
- Click on the three dots next to Add Calendar.
- Select From URL.
- Paste the URL you copied.
- Click Add Calendar.
The calendar will not appear in the “Other Calendars”list on the left side of the screen.
7. Who has access to your calendar and what permissions do they have?
When sharing a calendar, you have several levels of detail to choose from.
- Can view when I’m busy: Those with this access level on your calendar will only see when you’re present.
- Can view titles and locations: Users with this permission level can view your availability, content, and meeting locations.
- Can view all information. Those who have this access level on your calendar can view all of your appointment details just like you can.
Conclusion
This brings us to the end of this article. In this article, we talked about how to share your calendar with people inside and outside your organization.
We discussed how you can see shared calendars. We have also explained how you can grant permission to other users as required.
FAQ
You can revoke permission to access your calendar from anyone at any time. Be aware that Microsoft 365 and Outlook users may take some time to update the view permissions for your calendar.1. Select Calendar.2. Click Home. Select calendar permissions.3. On the permissions tab, you will find a list of users who can access this calendar. Select the username you want to remove and click Remove.4. Click on the OK button.
There are three possible explanations for the “This calendar cannot be published” notification.– The email address provided is invalid.– This is a Microsoft 365 group email address.
One of the main reasons why people choose to share calendars via email is that with this method, you can send them a static copy of the calendar. You can also specify the period of the specific date range you want to share. This will keep your scheduled updates safe and private. By using this method, you can ensure that the recipient receives a snapshot of your calendar.