The default in Outlook is that people can see your free/busy times when scheduling a meeting, but NOT the details for your calendar appointments.

However, you can give someone permission to your calendar so that they can view your calendar appointment details and/or manage your calendar.

1. Open Outlook 
2. Click Calendar on the left side of the window.
3. Click the down arrow on the Share Calendar button or click the Calendar Permissions button depending on your version
4. Select your calendar and click Add
5. Select the person to whom you wish to give permissions and click Add
6. Select the permissions level for the user
7. Click save changes. 

1. Login to Outlook on the web
2. Click the Outlook icon
3. Click on the Calendar icon.
4. Click Share icon
5. Select which calendar you would like to share.
6. In the Share with: field, type the email address(s) of the users that you wish to share your calendar.
7. Choose what permissions you wish each user to have using the drop down menu next to their name.
8. Click Send

The default in Outlook is that people can see your free/busy times when scheduling a meeting, but NOT the details for your calendar appointments.

However, you can give someone permission (e.g., access rights) to your calendar so that they can view your calendar appointment details and/or manage your calendar.  If your "Calendar Permissions" option is grayed out, see You Cannot Open A Shared Calendar in Outlook 2016 for Mac for information on fixing the issue. 

1. Open Outlook.
2. Click Calendar on the left side of the window.
3. CTRL + Click on the calender name and select Sharing Permissions
4. Click Add User.
5. Search for the user and select the name for the person to whom you wish to give permissions and click Add.
6. Select the permission level for the user.
7. Click OK to save changes

Depending on your version of Outlook, you will see different options for permissions.  See Permission Settings for your Microsoft 365 Calendar for more information. 

Outlook for Windows

1. Open Outlook.
2. Open your Calendar.
3. Right click on your calendar and select Sharing Permissions
4. Select Add.  
5. Type the name of the person you wish to add (e.g, doe, jane) select it, and click Add.
6. Click OK.
7. Under Permissions you can set the appropriate permissions for the user (e.g., Can view when I'm busy Can Edit, etc.)
8. Click OK when you are finished selecting the permissions.

Outlook for Mac

1. Open Outlook 
2. Open your  Calendar
3. Select the "Calendar" listed under your email address
4. Press CTRL + Click and choose Sharing Permissions
5. Click Add User
6. Type their name, select it and click Add
7. Assign the desired permissions and click OK to save.

Outlook on the web

1. Log into Outlook on the web
2. Open your Calendar
3. Under "My Calendars", right click on your calendar
4. Click Sharing and permissions
5. Type the name or email address of the person to whom you wish to add 
6. Select the permissions for the user by clicking the down arrow next to "Can view all details"
7. Click Share

Publishing the calendar allows you to share your calendar with users on a different system or outside your organization.

1. Login to Outlook on the web
2. Click the Outlook icon
3. Click the Settings icon (gear on upper right corner of screen)
4. Click View All Outlook Settings
5. Select Calendar
6. Under Shared calendars select Publish a Calendar
7. Select the calendar you wish to publish by clicking the down arrow.
8. Select the permissions for the published calendar by clicking the down arrow (Can view when I'm busy, Can view titles and locations, Can view all details)
9. Click Publish.
10. 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).  
11. Click the left arrow next to Options to return to your Mail or Calendar. 

​NOTE:  When you publish your calendar you can choose All Details, Titles and Locations (limited details), or Busy (free/busy).   This is only a 'view' of your calendar, it can't be edited by others.

When publishing the link with external users, it can take 3-24 hours typically for changes to sync. 

Using Outlook on the web

1. Log into Outlook on the web
2. Click the Outlook icon.
3. Open your calendar and under 'Other People's calendars' right click and choose 'Open Calendar'.
4. In the 'From Directory' type in the name of the user (e.g., Jane Doe) who shared their calendar with you and select 'Open'. 

Outlook for Windows

1. Open the sharing invitation in your Inbox.
2. Click the Open this Calendar icon
3. Open your Calendar
4. The calendar that has been shared with you will display next to yours.

If you don't see the "Open this Calendar" icon, follow the steps below (e.g., the user sharing their calendar may not be on your email server).

1. Open your Calendar
2. Select 'Open Calendar' from the drop down and choose 'Open Shared Calendar'
3. In the 'Name' field type in the Users name (e.g., Jane Doe) who shared their calendar with you, and select OK.

Outlook for Mac

1. Open your Calendar
2. Select File | Open Shared Calendar (or Open Other User's Folder)
3. In the Search box, type the name of the person who has granted you access to their calendar, and press Enter
4. Select their name, and click Open

Outlook Mobile 

1. Open the Outlook app on your mobile device.
2. Open the calendar sharing email notification. 
3. Tap the Accept button.
4. Tap the View button.
5. The calendar will open and you will see your calendar as well as the shared calendar. 

NOTE:  If you wish to have the shared calendar a different color,

1. Tap the menu option (three line icon in left corner)
2. Tap the Settings icon (gear) next to the shared calendar. 
3. Choose a color for the shared calendar and click the X in left corner to close settings. 
    

To Un-share a Calendar (Windows)

1. Right-click on the calendar you want to un-share and select Permissions.
2. Right click the user's name and choose Remove.
3. Select Save. 

To Un-share a Calendar (Mac)

1. Open the calendar you wish to un-share
2. Click the Organizer tab and select Calendar Permissions.
3. Select the person and choose Remove. 

Outlook for Windows

1. Create a new profile in Outlook for the shared account
2. Open Outlook using the shared account profile
3. Click Calendar on the left side of the window.
4. Select Share Calendar in the top ribbon.
5. Type the email address or name of the user you wish to share your calendar and decide what information you which each user to see using the drop down menu

• Availability only: share free/busy information
• Limited details: share free/busy information, including subject and location
• Full details: share all information

6. Click Send.

NOTE:  if you just need to give permissions to someone so that they can view, edit or manage the calendar, see Sharing or Publishing Your Microsoft 365 Calendar in Outlook (Windows) above to change the calendar permissions -- you won't need to share or publish the calendar.  

Using Outlook on the web

This option publishes the shared department account calendar on the web and allows people who have the URL to view it live.

1. Login to Outlook on the web with your HawkID@uiowa.edu and HawkID password. 
2. Click the Outlook icon
3. Click the Calendar icon.
4. Click the Person icon and choose Open another mailbox. 
5. Type the mailbox name (e.g., its-email) and click OK.
6. Choose Settings (gear icon) | Calendar 
7. In the "Shared Calendars" section, choose Calendar Publishing
8. On the Publish Calendar screen, select which calendar you would like to publish (e.g., Calendar)
9. Select the permissions for the published calendar: (Not Shared, Full Details, Limited Details, Availability Only)
10. Click Save
11. Click the left arrow next to Options to return to the Calendar.
12. Choose the Settings icon, click Options | Calendar | Publish Calendar.  There will be two links. 
13. Copy the links and send those to the users whom you wish to have access.  Users will need to select the HTML link if they are not on Microsoft 365.  Microsoft 365 users can use either link to open the calendar in a browser or Outlook. 

Outlook for Windows

1. Click the Add Calendar
2. Select From Internet
3. Paste in the .ics url and click OK
4. Select the calendar to view it.   The calendar will automatically update in Outlook. 

Outlook on the web (Mac users will need to do this method)

1. Login to Outlook on the web
2. Click the Outlook icon
3. Open your Calendar
4. Click Add Calendar
5. Click Subscribe from web
6. Paste in the URL of the calendar to open
7. Select Import
8. Type the name of the calendar
9. Select color and charm if you wish to customize the look of the calendar
10. Click the down arrow next to "Add to"
11. Choose where the calendar should be added (e.g., My Calendars)
12. Click Import