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.
Outlook (Windows and Mac) and Outlook on the Web (OWA)
| Can view when I'm 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 |
| Delegate (only see when setting up new sharing permissions in OWA) |
Can edit your calendar, view full details, and send and respond to meeting requests on your behalf |
| Custom (some may see this if given permission previously) | legacy permission setting such as Owner, Author, Publishing Editor, etc |
| None or Not shared | no permissions to 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.
- Click on Calendar
- Choose Tools | Options | Calendar Options | Free/Busy Options.
- Click on the Other Free/Busy button
- Set 'Publish = 0 month(s) of Calendar free/busy information on the server'.
- 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 cannot be edited from Outlook or OWA except for Outlook for Windows Classic. If using one of the other apps, you will need to use the Open another mailbox feature in OWA or setup a new profile for the resource -- see Managing a Microsoft 365 Resource for more information
- Free/busy
- Free/busy time, subject, location
- Contributor
- None
- Reviewer
- Non-editing Author
- Author
- Publishing Author
- Editor
- Publishing Editor
- Owner