# How To Share a Calendar in Outlook | Capterra | Capterra > Understanding how to share a calendar in Outlook can help you enhance communication and boost productivity for your team. Learn more about sharing your calendar here. Source: https://www.capterra.com/resources/how-to-share-a-calendar-in-outlook --- IT & Software Development # How To Share a Calendar in Outlook By Krista Hillis Krista Hillis Krista Hillis is a writer specializing in business, health, and psychology. She is a frequent contributor to trusted business resources including Capterra. [See bio & all articles](https://www.capterra.com/resources/author/krista-hillis-guest-contributor/) Published September 18, 2023 4 min read Table of Contents - [What is calendar sharing?](#what-is-calendar-sharing) - [Steps for sharing your Outlook calendar](#steps-for-sharing-your-outlook-calendar) - [Get the most out of calendars in Outlook](#get-the-most-out-of-calendars-in-outlook) ## Does your team need to know your schedule? Learn how to share your calendar with them in Outlook. Outlook lets you share a calendar with your team, customers, or clients. This sharing capability is available to anyone with an Exchange, Outlook.com, or Microsoft 365 account. When you create a calendar based on a specific objective and share it with co-workers or individuals outside your organization, you help streamline processes and boost productivity. You can even grant users permission to modify events and appointments.  Learning how to share a calendar in Outlook will help you align schedules and facilitate greater collaboration. ## What is calendar sharing? The [Microsoft Outlook](https://www.capterra.com/p/227138/Microsoft-Outlook/) calendar has many features that increase productivity in the business world. Calendar sharing allows others, including those inside and outside your organization, to view details about your schedule. You can utilize these shared calendars in various ways—for example, creating a shared calendar to mark upcoming events, conferences, or department commitments. The goal is to improve organization and communication, thus boosting efficiency and optimizing workflows. ### Why would you want to share your calendar in Outlook? Calendar sharing offers many benefits. Depending on the permission level you select, those who have access can: - View your calendar  - Edit your calendar - Act as a delegate for meeting requests  You also have the option to share your Outlook.com calendar by publishing it and sending others a link to a webpage or a file.[\[1\]](#sources) Since you can assign parties varying access levels, your team members no longer need to call or email each other to verify scheduling concerns. This approach helps save time, enhance productivity, streamline communication, and balance workloads. Note You can link Shared Calendars with [Microsoft Teams](https://www.capterra.com/p/168668/Microsoft-Teams/) to send notifications to group users attached to specific calendars. When you add an activity or meeting to the calendar, these users will receive a notification. ## Steps for sharing your Outlook calendar To share a calendar in Outlook, follow these steps. 1\. Open Outlook and select the "Calendar" icon. To create a new calendar, click "Add calendar." **_Source_**_: Image provided by author_ 2\. Select a calendar you want to share based on your objective. In this case, the calendar of interest is client scheduling. 3\. Move your cursor over the calendar of interest, and click the three dots to the right of your newly or previously created calendar. Select "Sharing and permissions." **_Source_**_: Image provided by author_ 4\. Enter the name or email address of the person with whom you'd like to share the calendar. Select an option from the dropdown menu and click "Share." ### How to share a calendar with a specific person As discussed above, you can enter a saved name or type a proposed email address to share your calendar. For a specific person, follow the steps above and include only their email address within the sharing process. To stop sharing a calendar, find the person whose permissions you want to change. Select the trash icon to stop sharing your calendar with that individual. **_Source_**_: Image provided by author_ Note If you share your calendar with Gmail users, they can only accept the invitation if they have a Microsoft Outlook or [Microsoft 365](https://www.capterra.com/p/227157/Microsoft-365/) account. ### How to share a calendar with a group of people Wondering how to share your Outlook calendar with your internal marketing team, sales team, or the entire organization? Achieve this goal by adding a group of contacts from your address book or room list. 1\. After clicking on "Calendar," right-click the three dots to the left of "My Calendars," select "New calendar group," and name your group. **_Source_**_: Image provided by author_ 2\. Right-click on your new calendar group to select "Add Calendar." Select a group from your address book or a room list. ### How to share your Outlook calendar online You can publish your calendar online if you don't wish to share your calendar via individual invitations or a group invite. You can provide an HTML link to view your calendar in a browser. This option is ideal for publishing a calendar for public use. These calendars are read-only. 1\. To complete this process, go to Settings and click "Calendar," followed by "Shared calendars." **_Source_**_: Image provided by author_ 2\. Click the dropdown menu under "Publish a calendar" to select the calendar you'd like to make public and how much detail viewers can see. Select "Publish."[\[2\]](#sources) **_Source_**_: Image provided by author_ Note You will have two options. The first is an HTML link (allowing people to copy and paste in a browser). The second is an ICS link (allowing people to download a file to import into Outlook or subscribe). ## Get the most out of calendars in Outlook Knowing how to share calendars in Outlook can help you improve collaboration and communication inside and outside your business. Create and share calendars to enhance productivity, optimize time, and avoid schedule conflicts. If you want to learn more about Outlook and calendar sharing, be sure to check out the following Capterra resources: - [Calendar Software](https://www.capterra.com/calendar-software/) - [Microsoft Outlook vs. Gmail](https://www.capterra.com/compare/202338-227138/Gmail-vs-Microsoft-Outlook)  - [OfficeCalendar Pricing, Reviews & Features](https://www.capterra.com/p/26257/OfficeCalendar/) * * * Sources 1. [Calendar Sharing in Microsoft 365](https://support.microsoft.com/en-au/office/calendar-sharing-in-microsoft-365-b576ecc3-0945-4d75-85f1-5efafb8a37b4), Microsoft 2. [Share Your Calendar in Outlook on the Web](https://support.microsoft.com/en-au/office/share-your-calendar-in-outlook-on-the-web-7ecef8ae-139c-40d9-bae2-a23977ee58d5), Microsoft * * * ### Was this article helpful? * * * ## About the Author [### Krista Hillis](https://www.capterra.com/resources/author/krista-hillis-guest-contributor/) Krista Hillis is a writer specializing in business, health, and psychology. 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