Share and publish calendar in Outlook Online and Outlook.com

This comprehensive guide explains how to share, publish, and access calendars in Outlook Online and Outlook.com. Whether you're using an Office 365 subscription or a free Outlook.com account, learn how to collaborate seamlessly with others.

- Sharing Calendars in Outlook Online/Outlook.com

• Understanding Calendar Sharing Permissions
• Modifying Permissions or Unsharing Calendars
• Publishing Calendars Online
• Accessing Shared Calendars
  • Accepting Calendar Invitations
  • Accessing Coworker Calendars
  • Subscribing to Public Calendars
  • Importing iCalendar Files
• Troubleshooting Calendar Sharing Issues

Sharing Your Calendar

Sharing your calendar in Outlook on the web (Microsoft 365) or Outlook.com is straightforward:

1. Access your calendar in Outlook on the web or Outlook.com.
2. Click Share in the top toolbar, selecting the desired calendar. Alternatively, right-click the calendar in the left navigation pane and choose Sharing and permissions.
3. Enter the recipient's email address or name, specify their access level (see "Calendar Sharing Permissions"), and click Share.

Recipients receive an invitation; upon acceptance, your calendar appears in their Outlook under People's calendars.

Important Notes:

• Screenshots reflect Office 365 Business; personal accounts or Outlook.com may show minor variations.
• Organizational settings may restrict sharing to internal users or disable it entirely.
• Only your own calendars can be shared.
• Private calendar items only share the time, not details, regardless of access level.
• Update frequency depends on the recipient's email provider; typically, syncing occurs within minutes.

Calendar Sharing Permissions

Permission levels vary depending on the application and whether the recipient is internal or external:

Outlook on the web (Internal Users):

• Can view when I'm busy: Shows only availability.
• Can view titles and locations: Shows times, subjects, and locations.
• Can view all details: Shows all calendar information.
• Can edit: Allows calendar modifications.
• Delegate: Allows editing, sharing, and responding to meeting requests on your behalf.

Outlook on the web (External Users): Edit and Delegate are unavailable; only view levels are permitted.

Outlook.com:

• Can view all details: Displays all appointment and event information.
• Can edit: Allows calendar editing.

Changing or Stopping Calendar Sharing

To adjust permissions or stop sharing:

1. Right-click the calendar (or use the More options button) under My calendars, then select Sharing and permissions.
2. Locate the user, change permissions from the dropdown, or click Remove to stop sharing.

Unsharing removes the calendar from coworkers' Outlook; for external users, the calendar remains but stops syncing.

Publishing Your Calendar Online

To share your calendar without individual invitations, publish it online:

1. Click the Settings icon, then View all Outlook settings.
2. Select Calendar > Shared calendars.
3. Under Publish a calendar, choose the calendar and detail level.
4. Click Publish.

You'll receive HTML (read-only browser access) and ICS (Outlook import/subscription) links. To unpublish, follow steps 1-2, then click Unpublish.

Accessing Shared Calendars

Several methods exist for adding shared calendars:

• From Invitation: Simply click Accept in the invitation email. The calendar appears under People's calendars (Outlook on the web) or Other calendars (Outlook.com). You can rename, change colors, or remove it.

• Coworker's Calendar: In Outlook on the web, click Import calendar, choose From directory, enter the name, and click Add.

• Public Calendar (ICS Link): Click Import calendar, select From web, paste the ICS URL, name the calendar, and click Import.

• iCalendar File (.ics): Click Import calendar, choose From file, select the .ics file, choose the import destination calendar, and click Import. Note: imported events won't sync.

Troubleshooting

Several common issues and solutions are provided in the original document. Refer to that section for detailed troubleshooting steps.

This revised guide maintains the original information while improving clarity and readability.

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