How to Share Your Microsoft Outlook Calendar

Managing meetings is harder when availability is not clear. Sharing your Outlook calendar allows clients and team members to view your availability, scheduling a meeting faster. Microsoft Outlook makes sharing a calendar easier and more flexible.

This blog explains how to share your Microsoft Outlook calendar and make your Outlook calendar public.

How to Share Your Outlook Calendar with Others

Sharing your calendar lets others view your entire schedule—when you are free and in a meeting. This works well for teams, managers, and external members.

Share your Outlook calendar with a specific person

If you want to share your Outlook calendar with a specific person, follow the step-by-step process below.

Step 1: Go to your calendar page.

Step 2: In the lower-left sidebar, look for My Calendar.

Step 3: Find the calendar you want to share under My Calendar.

Step 4: Click on the More Options next to the name of the calendar.

Step 5: Select Sharing and Permissions.

Step 6: Enter the recipient’s email address.

Step 7: Click on the drop-down menu next to the email address to set permission levels.

The permission level chosen depends on whether the person is inside or outside the organization. Your options may include:

Can view when I am busy: Users can view when you are busy or free.
Can view titles and locations: Users can view event titles and locations.
Can view all details: Users can view all event details.
Can edit: Users can view all event details and make edits to the shared calendar.
Delegate: Users can view all event details, edit events, and share the calendar with other people.

Step 8: Click on Save.

Share your Outlook calendar with your organization

Sharing your Outlook calendar within your organization helps teams plan and manage meetings faster.

Step 1: Go to your calendar page.

Step 2: Click on the Settings icon in the upper-right corner.

Step 3: Select View all Outlook Settings.

Step 4: Choose Calendar —>>> Shared Calendar.

Step 5: Under Share a Calendar, select the calendar you want to share from the drop-down menu.

Step 6: In the search panel, enter the name of your organization-wide group. If such a group does not exist, you will need to add individuals manually.

Step 7: Select the desired permission level from the drop-down menu.

Can view when I am busy
Can view titles and locations
Can view all details
Can edit
Delegate (Only available for the primary calendar within your organization)

Step 8: Click on Share.

How to Share an Outlook Calendar Event

Sharing an individual Outlook calendar event is useful when you want to invite a person to an event without sharing your entire calendar.

Invite someone to a new Outlook Calendar Event

If you want to invite someone to an event, you can invite them using an Outlook calendar event.

Step 1: Go to your calendar page.

Step 2: Select New Event and enter the event details.

Step 3: Click into the Invite attendees field.

If you want to add optional guests, click on Optional to open separate fields for required and optional attendees.

Step 4: Search for the names of the teammates or enter the invitee’s email address.

Step 5: From the upper left corner, click on Send.

Invite someone to an existing Outlook Calendar Event

Follow the steps to invite someone to an existing Outlook calendar event.

Step 1: Go to your calendar page.

Step 2: Select the event from the calendar view.

Step 3: Click on Edit and then More Options.

Step 4: Enter the email address of the person you want to invite. Add them to the Invite attendees field.

Step 5: Click on Send.

How to make Outlook Calendar Public

Making your Outlook calendar public is useful when you want to organize events openly for everyone, like webinars, workshops, or sessions. You have to share an HTML link to your calendar that will allow people to view events, or give them an ICS link to subscribe to view events on their own calendar.

Steps to Make Your Outlook Calendar Public:

Step 1: Go to your calendar page.

Step 2: From the upper right corner, click on the settings icon.

Step 3: Select View all Outlook Settings.

Step 4: Choose Calendar → Shared Calendars.

Step 5: Look for Publish a calendar and select the calendar you want to make public.

Step 6: Set the level of permission. It includes options:

Can view when I am busy: Shows time block as free or busy, but doesn’t include event details.
Can view titles and locations: Shows event titles and locations.
Can view all details: Shows all the details about the event.

Step 7: Click on Publish.

Step 8: Copy the calendar link or ICS, then paste wherever you want to share your calendar

Scheduling made easier with Outlook + Orufy Bookings

Microsoft Outlook Calendar is a reliable tool for managing meetings. Checking availability, updating calendars, and replying to emails often slows the process. This is where Orufy Bookings adds real value.

Orufy Bookings connects with your Outlook calendar and keeps availability updates in real time. Instead of long email threads, people view open time slots and book meetings instantly. Once a meeting is scheduled, it is reflected in the calendar automatically.

Key Benefits:

Real-time availability synchronization to avoid double bookings
Faster scheduling without email follow-ups
Fewer scheduling conflicts with automatic updates
Effective time management with a unified scheduling platform

Together, Orufy Bookings and Outlook make a smooth scheduling experience for both staff and clients.

Effortless Scheduling and Get More with Orufy Bookings + Outlook

Sharing your Microsoft Outlook calendar reduces scheduling delays, keeping everything aligned. Whether you share your calendar, send individual events, or make your Outlook calendar public, these features simplify the booking process.

By integrating Outlook with Orufy Bookings, scheduling becomes faster, more organized, and easier for both teams and clients.

Start simplifying your scheduling workflow today -- Sign Up.