Sharing Outlook Calendar with staff

Modified on Mon, 19 May at 10:25 AM

1. Introduction

This guide will show you how to share your Outlook calendar with colleagues using the Outlook desktop app or Outlook Web Access (OWA). Sharing your calendar allows others to view your availability, schedule meetings, or collaborate more effectively.

2. Prerequisites

You must have an active Microsoft Office 365 account.
Access to Outlook Desktop App or Outlook Web Access (OWA).
The person you are sharing with must be part of the same organisation or have the correct permissions.

3. Step-by-Step Instructions

Method 1: Using the Outlook Desktop App

Open the Outlook application on your computer.
Go to the Calendar view.
In the ribbon at the top, click Home → Share Calendar.
Choose the calendar you want to share (typically "Calendar").
A new sharing invitation will open.
Enter the recipient’s email address.
Set the level of detail you want to share:
- Can view when I'm busy
- Can view titles and locations
- Can view all details
- Can edit (if you want them to manage your calendar)
Click Send to share your calendar.

Method 2: Using Outlook Web Access (OWA)

Go to https://outlook.office.com and sign in.
Click on the Calendar icon on the left panel.
In the toolbar, click on the Share button.
Select the calendar you wish to share.
Enter the email address of the person you want to share with.
Choose the level of access you want to grant.
Click Share.

4. Troubleshooting

Problem: "The person can’t see my calendar."
Solution: Ensure the email address is correct and they are using the same organisation’s Outlook. Re-send the sharing invitation if needed.
Problem: "I don’t see the option to share my calendar."
Solution: Make sure you're in the Calendar view. If the option is still missing, contact IT to check your account permissions.
Problem: "The recipient says they can’t edit my calendar."
Solution: You may not have granted them Can edit access. Remove and re-add them with the correct permission level.