There may be times when you are working with others and they want a quick snapshot of your availability to schedule a meeting.
Outlook for Windows (Classic)
- Compose a new email message or reply to an existing one
- Click Insert
- Select Calendar
- Select the calendar you wish to share by clicking the down arrow
- Select the date range (today, tomorrow, next 7 days, next 30 days, whole calendar, or specific dates)
- Choose your options for what users can see (Availability only, limited details, or full details)
- Select the checkbox for "Show times with my working hours only" if you only want to share availability during working hours.
- Click OK
Bookings with Me - you can setup custom times people can schedule you with a link provided by you
You can publish your calendar to share with other users
Outlook on the web or Outlook for Windows (New)
- Login to Outlook on the web or Open Outlook for Windows (New)
- Click the Outlook icon (Outlook on the web users)
- Click the Settings icon (gear on upper right corner of screen)
- Select Calendar
- Select Shared calendars
- In the "Publish a calendar" section, select the calendar you wish to publish by clicking the down arrow.
- Select the permissions for the published calendar by clicking the down arrow
- Click Publish.
- Copy the links and send them to the users whom you wish to have access to your calendar. Use the HTML link if you want recipients to view the calendar in a web browser or an ICS link if you want them to subscribe to the calendar (e.g., in Outlook).
- Click the left arrow next to Options to return to your Mail or Calendar.
NOTE: When you publish your calendar you can choose Full Details, Limited Details and Free/Busy for what information you want users to see. This is only a 'view' of your calendar, it can't be edited by others.
Adding Your Availability to A Signature File
- Publish your calendar using the steps above.
- Create a signature using the instructions on the Commonly used features of Outlook support article.
- Add the line Schedule and make it a link using the URL from your Published calendar (copy the HTML link).
- Save the signature file.
When you send a message, your schedule will be sent for users to easily access.
Reply with Scheduling Poll (Outlook for Windows (Classic))
- While viewing an email, click the Reply with Scheduling Poll button.
- Select the Time Zone
- Select the Duration
- Click the Meeting hours to on
- Select the date
- Select the time options to use for the poll
- Click Next
- Enter a location if reserving a room
- Toggle the "Teams meeting" slider to On if you want to have a Teams meeting
- Click the > sign next to Mange poll settings
- Click the checkbox next to the options
- Schedule when attendees reach consensus
- Hold selected times on my calendar
- Notify me about poll updates
- Require attendees to verify their identity
- Lock poll for attendees
- Click Create Poll
For other sharing options, see Sharing Your Microsoft 365 Calendar