Share and access a calendar as view-only in Outlook

Share your Microsoft 365 or Outlook.com calendar with people inside or outside your organization

1. From your Calendar folder, on the Home tab, select Share Calendar.

2. From the drop-down menu, choose the calendar you want to share.

3. In the Calendar Properties dialog box, select Add.

4. You can search for people from your address book or type in their email addresses in the Add box. When you're done adding names in the Add Users dialog box, select OK.

5. Back in the Calendar Properties dialog box, select the person's name or email address, then choose the level of details that you want to share with the person, then select OK.

6. The person you've shared your calendar with will receive a sharing invitation by email.

7. Once the recipient selects Accept, they'll see your shared calendar in their calendar list.

I see a "This calendar can't be shared" error

If you see a message that says This calendar can't be shared, there are three possible reasons:

• The email address is invalid.

• The email address is a Microsoft 365 Group

• The email address belongs to an external user who isn't part of your organization.

Stop sharing your calendar

At any time you can revoke access to your calendar.

1. Select Calendar.

2. On the ribbon, select the Folder tab, then select Calendar Properties.

3. Select the Permissions tab, and under Currently sharing with, select the user's name and then choose Remove.

4. Select OK.

Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

1. Select Calendar.

2. Select Home > Publish Online > Publish to WebDAV Server.

   Notes: 

   • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.

   • If you're using Microsoft 365, you can still publish your calendar to a WebDAV server, but you must first remove {Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however. 

3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then select OK.

Share your calendar in an email

If you don't want to give someone permissions to share your calendar and see updates, you can email a static copy of your calendar for a specific date range. The recipient will be able to see the events on your calendar at the time you sent the email, but not any updates you make after you send the email.

1. Select Calendar.

2. Select Home > 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.

   

4. Set any other options you want, and then select 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 select Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

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.

Fix issues sharing your calendar

If you don't have the option to share your calendar (it's greyed out), it's because the admin/IT support for your business has set a policy to prevent people from sharing calendars.

Share a calendar with others in new Outlook

1. From the navigation pane, select  Calendar.

2. On the Home tab, select  Share calendar, and if you have more than one calendar, select which calendar you want to share. 

3. Type whom to share with in the Enter an email address or contact name box. If the person's name appears in a list, select it, otherwise press Enter.

4. After you’ve added the person you want to manage your calendar, select the drop-down list next to their name, and choose the level of access you want them to have.

   • Select Can view when I'm busy to give them permission to see only when you are busy, but not the details of items on your calendar.

   • Select Can view titles and locations to give them permission to see when you're busy, plus the titles and locations of items on your calendar.

   • Select Can view all details to give them permission to see all details of items on your calendar. others to view your calendar but not make changes to it.

     Note: If you want to grant permissions that allow a user to edit your calendar, or can respond to meeting requests on your behalf, see Calendar delegation in Outlook.

5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Remove.

6. The person you're sharing a calendar with will receive an email invitation to share their calendar. Once they accept, they can add your calendar to their own view.  

Add another person's calendar to your calendar

Adding another person's calendar to your own is only possible with work or school accounts.

The following video demonstrates how to add a shared Outlook calendar.

Publish a calendar

You can publish a calendar and then share the link with others to let them view the calendar online. Use an HTML link if you want recipients to view the calendar in a browser, or an ICS link if you want them to subscribe to your calendar.

1. From the navigation pane, select  Calendar.

2. From the ribbon, select the View tab Calendar settings > Calendar > Shared calendars.

3. Under the section Publish a calendar, select the calendar you want to publish from the dropdown and select the permissions you want to grant.

4. Click Publish. HTML and ICS links will appear below.

5. Copy the HTML or ICS links for how you want to share the calendar. Copy the HTML link if you want recipients to view the calendar in a browser, or copy the ICS link if you want them to subscribe.

   Select Unpublish to unpublish the calendar.

Share a calendar with others in new Outlook

1. From the navigation pane, select  Calendar.

2. On the Home tab, select  Share calendar, and if you have more than one calendar, select which calendar you want to share. 

3. Type whom to share with in the Enter an email address or contact name box. If the person's name appears in a list, select it, otherwise press Enter.

4. After you’ve added the person you want to manage your calendar, select the drop-down list next to their name, and choose the level of access you want them to have.

   • Select Can view when I'm busy to give them permission to see only when you are busy, but not the details of items on your calendar.

   • Select Can view titles and locations to give them permission to see when you're busy, plus the titles and locations of items on your calendar.

   • Select Can view all details to give them permission to see all details of items on your calendar. others to view your calendar but not make changes to it.

     Note: If you want to grant permissions that allow a user to edit your calendar, or can respond to meeting requests on your behalf, see Calendar delegation in Outlook.

5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Remove.

6. The person you're sharing a calendar with will receive an email invitation to share their calendar. Once they accept, they can add your calendar to their own view.  

Add another person's calendar to your calendar

To add another person's calendar to your own, ask the person who you want to share calendars with to share their calendar with you following the steps in the section above, Share an Outlook calendar with others.

Publish a calendar

You can publish a calendar and then share the link with others to let them view the calendar online. Use an HTML link if you want recipients to view the calendar in a browser, or an ICS link if you want them to subscribe to your calendar.

1. From the navigation pane, select  Calendar.

2. From the ribbon, select the View tab Calendar settings > Calendar > Shared calendars.

3. Under the section Publish a calendar, select the calendar you want to publish from the dropdown and select the permissions you want to grant.

4. Click Publish. HTML and ICS links will appear below.

5. Copy the HTML or ICS links for how you want to share the calendar. Copy the HTML link if you want recipients to view the calendar in a browser, or copy the ICS link if you want them to subscribe.

   Select Unpublish to unpublish the calendar.