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Sharing your calendar in Outlook 2016

This document outlines how to share your Outlook calendar with other people.

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Before You Begin

You can share your Exchange calendar in Outlook 2016. When you share your calendar with someone, that person can open your calendar and view it. You can also give permission to create and edit events.

The instructions below explain how to share your Exchange calendar and grant basic permissions to view calendar events. When you share your calendar, you can decide what level of calendar details you want to allow others to see. The people with whom you share your calendar will not have permissions to create or edit events on your calendar. .

Sharing Your Calendar

To share your calendar in Outlook 2016, do the following:

  • Open Outlook 2016.
  • Select Calendar to display calendars.
  • Click Calendar Permission on the ribbon bar. 
Calendar permissions
  • Click the Add... button, and enter the last name of the person with whom you'd like to share your calendar.
Calendar - Add Person
    • Select the person's name from the list and click the Add -> button, then click "OK."
    • Repeat this step to add additional people.
  • Click "OK."

What permissions people have to your calendar

You can choose from several different permission levels when sharing your calendar.

  • Can view when I'm busy. Those sharing your calendar with this permission level can only see which times you're available, like this:

    What your calendar looks like to the person you shared it with.

  • Can view titles and locations. Those sharing your calendar with this permission level will see availability and the subject and meeting location, like this:

    What your calendar looks like to a user when you share it with limited details.

  • Can view all details. Those sharing your calendar with this permission level will see all details of your appointments, just like what you see.

Keywords:Outlook, calendar, sharing, 2016, exchange, permissions, calendar permissions, windows 10   Doc ID:26363
Owner:Kristin S.Group:UW Green Bay
Created:2012-09-06 09:46 CSTUpdated:2020-02-21 11:18 CST
Sites:UW Green Bay
Feedback:  5   2