Quick answer
To share a calendar in Outlook, open the calendar, select "Share Calendar" and add a colleague with the appropriate permission level. The colleague will receive an invitation and the calendar will appear in their Outlook. For Exchange accounts, sharing is also possible via Outlook on the web.
How to recognize the problem
- Colleague cannot see your calendar even though you shared it
- You cannot find the option to share calendars
- Calendar permissions are not clearly visible
- Calendar does not update for the colleague
- Sharing invitation did not arrive
Most common causes
Wrong account type
Calendar sharing is best supported with Exchange and Microsoft 365 accounts. IMAP and POP accounts have limited sharing capabilities.
Missing permissions
The colleague may not have the appropriate permissions or the invitation has not been accepted. Check whether the permission was assigned and whether the colleague accepted the sharing.
Outlook cache
Sometimes Outlook caches old data so the shared calendar does not appear immediately. Refreshing or restarting Outlook can help.
Security settings
Some environments block calendar sharing for security reasons. Check with your administrator whether sharing is allowed.
Step-by-step fix
- 1
Open Outlook and select the calendar
Start Outlook and click the calendar icon in the bottom left corner. In the calendar list, find the calendar you want to share (usually "Calendar").
- 2
Select the sharing option
Right-click the calendar and select
Share, thenShare Calendar. If the option is grayed out, your account may not support sharing or you do not have permission. - 3
Add a colleague and set permissions
In the sharing window, enter the colleague's email address. Click
Addand select the permission level, for example:Can view when I'm busy,Can view titles and locationsorCan view all details. - 4
Send the invitation
Click
Send. Outlook will send an invitation to the colleague. If you do not want to send an invitation, before sending openPermissionson the calendar and add the colleague directly. - 5
Accept the sharing on the colleague's computer
The colleague should open the invitation in Outlook and click
Accept. After that, the calendar will appear in the calendar list under "Shared Calendars". - 6
Check permissions
If the colleague cannot see the calendar, check permissions: right-click the calendar, select
Permissionsand make sure the colleague is on the list with the appropriate access level. - 7
Refresh the view
If the calendar does not appear immediately, on the
Send/Receivetab click the button to send and receive all folders or restart Outlook. Sometimes it takes a few minutes for changes to synchronize.
Sharing a calendar via Outlook on the web
If you cannot share a calendar from the Outlook app, try Outlook on the web (OWA). Sign in to outlook.office.com, open the calendar, click Share and add the colleague. This method often works when the desktop app has problems. Also, for Microsoft 365 groups, you can create a shared group calendar that all members can see. If that does not help either, contact your administrator to check whether shared calendars are enabled at the organization level.
How to prevent it
- Regularly check permissions for shared calendars
- Use Exchange or Microsoft 365 accounts for full functionality
- Update Outlook to the latest version
- Notify colleagues when you change permissions
When to call a professional
If you have tried all the steps and sharing still does not work, or if you have an Exchange account with strict security policies, contact IT support. They can check server settings and permissions at the organization level.
IT infrastructure maintenance · Servers, networks, backup, security and helpdeskFAQ
Why can't my colleague see my calendar even though I shared it?
It is possible that the invitation was not accepted or that the permissions were not set correctly. Check whether the colleague accepted the sharing and whether they have the appropriate access level.
Can I share a calendar with someone outside the organization?
In Microsoft 365 you can share a calendar with external users if the administrator allows it. You need to know their email address and select the appropriate permissions.
How do I stop sharing a calendar?
Open the calendar permissions, select the colleague and click `Remove`. The colleague will no longer have access to your calendar.