Frequently Asked Questions

How to share an Outlook calendar with other people?
Last Updated 9 months ago

Applies To: Outlook 2016 Outlook 2013 Outlook 2010 Outlook 2007

You can share calendar information with other people by using Outlook in several ways. You can choose the method that is best for you, depending on the type of servers that you and your recipients have access to. When a colleague at another company wants to schedule a meeting with you and they can’t see your Outlook calendar, you can send a snapshot of your calendar or, better yet, an invitation to subscribe to your calendar in an email message.

Calendar sharing is not limited to the default Calendar folder that is created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it with your co-workers. Optionally, you can grant them permission to modify the events and appointments in the calendar.

Share your calendar in an email

  1. Click Calendar.

    Calendar command
  2. Click Home > E-mail Calendar.

    On the Home tab, click E-mail Calendar
  3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

    In the Calendar and Date Range boxes, pick the options you want
  4. Set any other options you want, and then click OK.
  5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.
The person you sent your calendar to will see a snapshot of your calendar in the message.

Example of a calendar shared in an email

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.

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