A Step-By-Step Guide To Sharing Your Outlook Calendar

Need to share your Outlook calendar but not sure where to start? Whether you’re coordinating with coworkers, keeping clients in the loop, or letting family see when you’re free, Outlook makes it easy to share your schedule without giving away every detail of your weekend. 

In this practical guide, we’ll walk you through how to share your calendar from the web, iPhone, and Android so you can give just the right level of access to the right people.

The steps for sharing your calendar will vary slightly depending on your device. Let’s walk through them together, step-by-step.

If you spend most of your time working from a laptop or desktop, the Outlook web app is the easiest place to share your calendar.

1. Open Outlook in your browser and go to Calendar.

2. Select Share in the top right.

3. Enter the email address of the person you want to share with.

4. Choose the permission level you want them to have. If you want them to be able to see your calendar, then select “Can view all details”. But, if you want them to be able to edit your calendar as well, like an Executive Assistant, then select “Can edit”. 

5. Select Share to send the invitation.

Need to know how to share your Outlook calendar from your iPhone while you’re on the move? The Outlook iOS app makes it quick to do.

1. Open the Outlook app and tap the Calendar icon.

2. Tap the profile icon to open a list of your calendars.

3. Next to the calendar you want to share, click on the Settings icon.

4. Tap Add People and enter their email address.

5. Choose their permission level

6. Tap the check mark to confirm and share the calendar.

The steps on Android are almost the same as on iPhone, but here’s a quick guide on how to share your Outlook calendar from your phone so you don’t miss anything.

1. Open the Outlook app and tap the Calendar icon at the bottom.
2. Tap the profile icon to open a list of your calendars.
3. Next to the calendar you want to share, click on the settings icon.
4. Tap Add People and enter their email address.
5. Set their permission level and tap the check mark to confirm.

Sometimes you don’t need to share your whole calendar. Maybe you’re inviting someone to a single meeting or event and you only want them to see the details for that one individual event. Outlook lets you do this without giving away your entire schedule.

The exact steps depend on the device you’re using.

If you’re working from your browser, you can share a single event in just a few clicks.

1. Create a new event or click on an existing one, then click Edit.

2. In the editor, select More options in the bottom right. This opens the full event form.

3. To share the event, add attendees by typing their email addresses.

4. Choose Send. If you click Save instead, it will only update your calendar and will not notify anyone.

5. Click Send to share the event and send the invitation.

Need to send someone details for just one meeting while you’re out and about? Here’s how to do it from your iPhone.

1. Open the Outlook app and tap the Calendar icon.

2. Click on the event you want to share or select a new event.

3. Tap on People.

4. Add the email addresses of the people you want to share it with.

5. Click on the check mark in the top right to send the invitation.

Sharing a single Outlook Calendar event from Android is just as simple as on iPhone.

1. Open the Outlook app and tap the Calendar icon.
2. Select the event you want to share.
3. Tap on People.
4. Add the email addresses of your attendees.
5. Tap the check mark to save and send the invitation.

Not every event on your calendar needs to be public knowledge. Maybe you want to keep your lunch break private or hide the details of a client meeting. Outlook’s privacy settings let you decide exactly who sees what.

Your Outlook calendar can be as private or as public as you want it to be. The key is knowing which setting fits your situation.

If you share your calendar but want to hide the details of one meeting, use the Private toggle in the event window.

• Open the event.
• Click the Private button at the top.
• Save your changes.

People with access to your calendar will see the time blocked out, but no title, location, or notes.

Outlook gives you clear calendar sharing permissions so you can decide whether someone can view all details or edit events. If you want to know how to share your Outlook calendar with one person, just enter their email address and choose their permission level.

In Outlook on the web, you can choose between:

• Can view all details – lets them see full event information.
• Can edit – allows them to add, change, or delete events.

To update these settings:

1. Open Calendar.
2. Click Share at the top right.
3. Enter their email address and choose the permission level.
4. Click Share.

If you want anyone with a link to see your calendar, you can publish it:

1. Go to Settings (gear icon) > View all Outlook settings.
2. Select Calendar > Shared calendars.
3. Under “Publish a calendar,” choose the calendar you want to share.
4. Set permissions and copy the shareable link.

This is also the easiest way to share your Outlook calendar with people outside your organization while still controlling what information is visible.

Outlook’s calendar tools are great for keeping track of your time. Pair them with YouCanBookMe (YCBM), and you get extra scheduling power that saves time, reduces friction, and makes your availability crystal clear.

Ever said yes to a meeting only to realize you had a dentist appointment at the same time? When you connect all of your calendars to YCBM, work, personal, or shared, it automatically checks them before offering a time slot to the booker.

Connecting all calendars on YCBM means people will only be able to book times when you’re actually free, not just when your Outlook calendar happens to be empty.

Take hold of your Outlook Calendar

Connect Outlook Calendar with YCBM to avoid double-bookings and make client scheduling a breeze.

Your calendar should work for you, not the other way around. With YouCanBookMe connected to Outlook, you decide exactly when and how people can book time with you. You can:

Customize times when people can book each day

The first step is to set your working hours, or availability, so meetings can only be booked during the times that suit you.

With YCBM, you can do this in two ways:

If your schedule is the same each week, use Repeating Availability. Set your hours once, and the tool will only show those times, blocking out any that already have calendar events to avoid scheduling conflicts. Alternatively, you can change your availability every week as per different commitments that you might have.

Add padding in between meetings

It’s hard to do your best work when meetings are lined up back-to-back with no time to breathe.

YCBM allows you to set buffer time between appointments. This can be before, after, or both, giving you space to prepare, take notes, reset your workspace, or simply pause for a moment.

Limit the number of bookings per day

Back-to-back calls can drain your focus fast. YCBM lets you set a maximum number of appointments per day. Once that number is reached, no more time slots will appear on your booking page.

Turn on meeting requests

Not every appointment should be confirmed the moment it’s booked. With YouCanBookMe’s Request Meetings feature, new bookings appear as pending until you give the go-ahead. When someone selects a time, it’s marked on your calendar for review, so you can choose to accept or decline before it’s locked in.

Set a notice period (minimum time before a booking)

Last-minute meeting requests can throw your whole day off. Fortunately, with YCBM’s Minimum Notice setting, you control how far in advance someone can book with you. Whether you want a couple of hours or an entire day to prepare, it keeps your calendar free from unexpected, short-notice appointments. 

You can also set a maximum notice window to stop people from booking months ahead for something you’re not ready to commit to.

Ever missed sending a meeting reminder and had someone completely forget to show up? It happens, and it is frustrating for everyone.

With YouCanBookMe, you can set up automatic notifications that go out exactly when they’re needed. Start with a meeting confirmation email right after someone books. This locks in the time and gives them all the details they need.

Then, send a reminder before the meeting. A little nudge can make all the difference in avoiding no-shows. We’ve created a guide of meeting reminder email templates you can tweak for your own tone.

Finally, wrap things up with a follow-up email. Share notes, links, or next steps so the conversation keeps moving forward even after the call ends.

Once you set these up, they run in the background. Your attendees stay informed, you look organized, and your calendar stays on track without you lifting a finger.

You probably know this already, but nothing slows down the start of a meeting faster than “Wait, where’s the meeting link?”

Link your YouCanBookMe account with Outlook once, and every new booking can include a Microsoft Teams link automatically. No extra steps, no digging through past emails, the link is right there in your confirmation, reminders, and calendar event.

Prefer Zoom? You can set it up the same way. YouCanBookMe integrates with both, so the right meeting link is always ready to go, no matter which tool you or your attendees use.

Sharing your Outlook calendar should feel easy and work the way you need it to. 

Add YouCanBookMe and get a scheduling assistant that never takes a day off. It automatically handles bookings, avoids double-bookings, adds meeting links, and keeps you and your clients on the same page.

👉 Try YouCanBookMe for free today (no credit card required)!

FAQ

What are the key steps to share my Outlook calendar with others?

Start by opening your Outlook calendar. On the web, click Share in the top right. Type the email address of the person you want to share with and choose their permission level, either Can view all details or Can edit. Click Share to send the invitation.

On iPhone or Android, open the Outlook app and tap the Calendar icon. Go to Settings, choose the calendar you want to share, and tap Add People. Enter their email address, pick their permission level, and confirm. You can repeat this for as many people as you like and change permissions later if you need to.

Can I change or revoke sharing permissions after I have shared my Outlook calendar?

Absolutely. Open your Outlook calendar, go back to the Share menu, and find the person’s name. Use the drop-down to adjust their permissions or click the trash icon to remove them completely. Your changes take effect right away.

How do I add a calendar invite in Outlook?

On the web, go to Calendar and click New Event. Add your title, date, and time. Include the location, description, and any files your attendees might need. In the Invite attendees box, type their email addresses. Adjust settings like reminders or recurrence if needed, then click Send to email the invite and add it to everyone’s calendar.
On mobile, tap the Calendar icon, then the plus sign. Fill in your event details, add your attendees, and tap the check mark or Send to finish.

What options do I have for sharing an Outlook calendar outside my organization?

You can publish your calendar to create a public link that anyone can view. In Settings, open View all Outlook settings, then go to Calendar and Shared calendars. Select Publish a calendar, choose the permissions, and copy the link to share.