Permissions allow you to give people access to your calendar.  Depending on your Outlook client version, you may see different settings.

To assign permissions to your calendar, see Sharing Your Microsoft 365 Calendar for more information.

Can view when I am busy Shows the times of items on your calendar and no other details
Can view titles and locations Shows the time, subject, and location
Can view all details Shows the time, subject, location, and other details of all items 
Can Edit Can edit your calendar as well as view all details of calendar items

Can edit your calendar, view full details, and send and respond to meeting requests on your behalf

Custom (some may see this) legacy permission setting such as Owner, Author, Publishing Editor, etc)
None or Not shared (may see this if using Outlook for Windows "old") or Outlook for Mac "New" no permissions to the calendar
Delegate - can view private events Can edit your calendar, view full details, and send and respond to meeting requests on your behalf.  Can see events marked as Private



Owner Create, read, modify, and delete all items, and create subfolders. Can change the permission levels that other people have for the folder. 
Publishing Editor Create, read, modify, and delete all items and create subfolders. 
Editor Create, read, modify, and delete all items.
Publishing Author Create and read items, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items, and modify and delete items and files that you create.
Non-Editing Author Create and read items s only.
Reviewer Read items only.
Contributor Create items only. The contents of the calendar do not display. 
Free/Busy Time, Subject, Location See free/busy time as well as the subject and location of items. Cannot Create Files and can only read this basic information, not the full files.
Free/Busy Time See free/busy time only.
None No permission. You cannot open the calendar.


This option is not recommended if others need to schedule meetings with you.

NOTE: These steps do not prevent someone from tentatively inviting you to a meeting.

  1. Click on Calendar
  2. Choose Tools | Options | Calendar Options | Free/Busy Options.
  3. Click on the Other Free/Busy button
  4. Set 'Publish = 0 month(s) of Calendar free/busy information on the server'.
  5. Click OK.      

To set this on a resource calendar (e.g., conference room), the resource owner must first sign onto the resource and then follow the steps above.

Note: People given rights/permissions to your calendar can still see it but they cannot do a Free/Busy search against it. If there are already appointments on your calendar before these settings are changed, those appointments will still be searchable (i.e., entries added after the change will not be searchable).

Resource permissions in Outlook for Windows "New" Monarch, Outlook for Mac "New" and Outlook on the web cannot be seen when you view them your own account.  They need to be opened in a new profile or in Outlook on the web (open another mailbox option).

Outlook for Windows "old" can still see and edit the permissions.

  • Free/busy
  • Free/busy time, subject, location
  • Contributor
  • None
  • Reviewer
  • Non-editing Author
  • Author
  • Publishing Author
  • Editor
  • Publishing Editor
  • Owner
Article number: 
Last updated: 
January 5, 2024