Technology

Sharing Your Calendar in Outlook

Last modified 7/29/2024

Share your Microsoft 365 calendar in Outlook so others can see your calendar events.

Before You Begin

These instructions apply to the newest version of Outlook. 

When you share your calendar with someone, that person can open and view your calendar. You can also give permission so that this person can create and edit events.

The instructions below explain how to share your Illinois State Microsoft 365 calendar and grant basic permissions to view calendar events, you can decide what level of calendar details you want to allow others to see. When you share your calendar, the recipient will receive an email notification.

Note

The people with whom you share your calendar will not have permissions to create or edit events on your calendar.

Sharing your Calendar

  • Outlook Application

To share your calendar from the Outlook application, use the following directions:

  1. Open Outlook and click Calendar from the bottom menu.
  2. Click Share Calendar at the top of the window.
  3. Click Calendar from the dropdown menu
  4. Click the Add... button, and enter the Last Name or Distribution Group of the person or group with whom you would like to share your calendar.
  5. Select the person's name from the list and click the Add → button.
    • Use the Advanced Find to search by ULID or Full Name if needed.

    • Repeat this step to add additional people to this sharing invitation.

  6. Click OK.

  7. Select under the Permissions section the level of Calendar Detail you would like to share.

    Note

    The Technology Support Center recommends selecting Can view all details. This option will allow the person with whom you are sharing your calendar with to see all details of your calendar, except for events that are marked Private.

  8. Select OK.
  9. A sharing invitation is sent and your calendar is now shared with those you specified in the Calendar Sharing Invitation.

  • Outlook Online

To share your calendar from Outlook Online, use the following directions:

  1. Open Outlook and click Calendar from the side menu.
  2. Click Share from the top menu bar.
  3. Type the name or email address of the person or group with you would like to share your calendar.
  4. Click Share. 
  5. Under the Inside your organization section, select the dropdown menu next to the person or group's name.

  6. Select the level of Calendar Detail you would like to share.

    Note

    The Technology Support Center recommends selecting Can view all details. This option will allow the person with whom you are sharing your calendar with to see all details of your calendar, except for events that are marked Private.

  7. A sharing invitation is sent and your calendar is now shared with those you specified in the Calendar Sharing Invitation.

Recipients of Sharing Invitation

The recipients of your invitation will receive an email explaining the sharing request.

  • If your recipients use the Outlook desktop app, the email will contain a button labeled Open this Calendar, which they can use to open your shared calendar.
  • If your recipients use Outlook Web App at Office365.IllinoisState.edu, the email will contain a button labeled Add This Calendar, which they can use to open your shared calendar.
  • Your recipients can open the shared calendar at any time by referring to the following article:

How to Get Help

Technical assistance is available through the Illinois State University Technology Support Center at:

Explore Tech Topics