There are several options for sharing your personal calendar with other users - sharing, publishing, giving permissions.    NOTE:  if you are trying to share a resource, see Office 365 Resource Management  

Giving Permissions:  this option allows you to specify who can view your calendar, the details they can see and if they have editing rights.  

Sharing:  this option allows you to specify who can view your calendar, the details they can see and if they have editing or delegate rights.

Publishing:  this options allows you to publish a calendar for use on a web page, for a non-Office365 user to see, etc. This option only allows for viewing.

NOTE:

  • Office 365 users will only be able to share detailed calendar information with other Office 365 users. Healthcare users will only be able to see the free/busy information of the Office 365 users.  
  • If you are an Office 365 user and you want to allow someone on Healthcare to view full details of your calendar, you must choose the Publish option.  The user will not be able to edit the calendar though.  This is true for Healthcare users who are trying to share their calendar with Office 365 users also.  Healthcare users will need to contact the HCIS Help Desk to request the 'UI Health Care Internet Calendar Publishing policy' be added to their mailbox in order to Publish their calendar with full details.  
  • If you are sharing your calendar with a Mac user, you must give at least Reviewer permissions to the person for them to be able to see your calendar. 

See more information on Sharing calendars in Office 365 and Permission Settings for your Office 365 Calendar

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.

 

Outlook ProPlus

  1. Open Outlook ProPlus.
  2. Click Calendar on the left side of the window.
  3. Click the down arrow on the Share Calendar button
  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. 

 

Outlook 2016

  1. Open Outlook 2016.
  2. Click Calendar on the left side of the window.
  3. Click the Calendar Permissions button.
  4. Click Add User.
  5. Select 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

If you wish to share your calendar with another user who may not be on Office 365, see Sharing or Publishing Your Office365 Calendar Using OWA

 

Outlook 2013

Option 1: - Share your calendar

  1. Open your Calendar.
  2. Select Share Calendar in the top ribbon.
  3. 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
  1. Click Send.

Option 2:  Publish Online  

This option publishes your calendar on the web and allows people who have the URL to view it.

  1. Click Calendar.
  2. Click Publish Online | Publish This Calendar
  3. Your web browser will open to the Office 365 OWA sign in screen.  Type your Hawkid@uiowa.edu and Hawkid password.
  4. On the Publish Calendar screen, select which calendar you would like to publish (e.g., Calendar)
  5. Select the permissions for the published calendar: (Not Shared, Full Details, Limited Details, Availability Only)
  6. Click Save
  7. Click the left arrow next to Options to return to your Mail or Calendar.
  8. Choose the Settings icon, click Options | Calendar | Publish Calendar.  There will be two links. 
  9. 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 Office 365.   Office 365 users can use either link to open the calendar in a browser or Outlook.  

 

NOTE: Office 365 users will only be able to share detailed calendar information with other Office 365 users.  Healthcare users will only be able to see the free/busy information of the Office 365 users.  

If you are an Office 365 user and you want to allow someone on Healthcare to view full details of your calendar, you must choose the Publish option.  The user will not be able to edit the calendar though.  This is true for Healthcare users who are trying to share their calendar with Office 365 users also.

In Office 365 you can share your calendar information with other users.  You can share your calendar with one or more people inside your organization (eg. Iowa O365 users) or you can publish your calendar so that others outside Office 365 can view it (eg. Healthcare users).

If you are an Office 365 user and you want to allow someone on Healthcare to view full details of your calendar, you must choose the Publish option.  The user will not be able to edit the calendar though.  This is true for Healthcare users who are trying to share their calendar with Office 365 users also.

Share Your Calendar

  1. Login to Office 365 OWA
  2. Click on the Calendar icon.
  3. Click Share icon
  4. Select which calendar you would like to share.
  5. In the Share with: field, type the email address(s) of the users that you wish to share your calendar.
  6. Choose what permissions you wish each user to have using the drop down menu next to their name.
  7. Click Send

NOTE: Office 365 users will only be able to share detailed calendar information with other Office 365 users. Healthcare users will only be able to see the free/busy information of the Office 365 users.  

Publish Your Calendar

  1. Login to Office 365 OWA
  2. Click the Settings icon (gear on upper right corner of screen)
  3. Click View All Outlook Settings
  4. Select Calendar
  5. Under Shared calendars select Publish a Calendar
  6. Select the calendar you wish to publish by clicking the down arrow.
  7. Select the permissions for the published calendar by clicking the down arrow (Not Shared, 
  8. Click Publish.
  9. 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).  
  10. 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.   This is only a 'view' of your calendar, it can't be edited by others.

    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 greyed out, see You Cannot Open A Shared Calendar in Outlook 2016 for Mac for information on fixing the issue. 

    Outlook 2016 (Mac)

    1. Open Outlook 2016.
    2. Click Calendar on the left side of the window.
    3. Click the Calendar Permissions button.
    4. Click Add User.
    5. Select 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

    Outlook 2011 (Mac)

    1. Open Outlook 2011.
    2. Click Calendar on the left side of the window.
    3. Click the Permissions button.
    4. Click Add User and select the person to whom you wish to give permissions
    5. Select the permission level for the user - Reviewer, Author, Editor, Owner, etc.
    6. Click OK to save changes

    NOTE: Office 365 users will only be able to share detailed calendar information with other Office 365 users. Healthcare users will only be able to see the free/busy information of the Office 365 users.  

    If you are an Office 365 user and you want to allow someone on Healthcare to view full details of your calendar, you must choose the Publish option.  The user will not be able to edit the calendar though.  This is true for Healthcare users who are trying to share their calendar with Office 365 users also.

    Using OWA

    Opening a calendar shared with you that is in the Global Address List

    This would be a person sharing their main calendar with you (e.g., Jane Doe).   You should have received a sharing invitation in your Inbox from the person who shared their calendar.

    1. Log into OWA: Office 365 users
    2. Open your calendar and under 'Other People's calendars' right click and choose 'Open Calendar'.
    3. In the 'From Directory' type in the name of the user (e.g., Jane Doe) who shared their calendar with you and select 'Open'. 

    Opening a calendar shared with you that is NOT in the Global Address List

    This is a calendar that is a sub calendar, not a main personal calendar (e.g., Jane Doe).  For instance, Jane Family Calendar, Jane Vacation Calendar, etc.  You should have received a sharing invitation in your Inbox from the person who shared their calendar.

    1. Log into OWA: Office 365 users
    2. Open the Sharing Invitation you received
    3. Click Add this Calendar. The shared calendar will display next to your calendar.

     

    Outlook (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 2016 (Mac)

    1. At the bottom of the navigation bar, click Calendar
    2. On the Organize tab, click Open Shared Calendar
    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

    For issues pertaining with opening a shared calendar, please see Microsoft's website for troubleshooting.

     

    Outlook 2011 (Mac)

    1. In Outlook go to File > Open > Other User's Folder.
    2. In the User field, type the email address of the folder's owner, or select the user from the address book. In the Type box, select which folder you need to open (Inbox, Calendar or Contacts). Click on OK.
    3. The folder will appear in your folder list on the left side of the Outlook window.

     

    Outlook (iOS)

    1. Open the Outlook app on your iOS 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. 
       

    NOTE:  Office 365 users will only be able to share detailed calendar information with other Office 365 users and vice versa. Healthcare users will only be able to see the free/busy information of the Office 365 users and vice versa.

    To Unshare a Calendar (Windows)

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

    To Unshare a Calendar (Mac)

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

    Using Outlook 2016 (Windows)

    1. Create a new profile in Outlook for the shared account (https://its.uiowa.edu/support/article/101780)
    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
    1. 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 Office 365 Calendar in Outlook 2016 (Windows) above to change the calendar permissions -- you won't need to share or publish the calendar.  

     

    Using OWA

    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 OWA (https://office365.uiowa.edu) with your Hawkid@uiowa.edu and Hawkid password. 
    2. Click the Calendar icon.
    3. Click the Person icon and choose Open another mailbox. 
    4. Type the mailbox name (e.g., its-email) and click OK.
    5. Choose Settings (gear icon) | Calendar 
    6. In the "Shared Calendars" section, choose Calendar Publishing
    7. On the Publish Calendar screen, select which calendar you would like to publish (e.g., Calendar)
    8. Select the permissions for the published calendar: (Not Shared, Full Details, Limited Details, Availability Only)
    9. Click Save
    10. Click the left arrow next to Options to return to the Calendar.
    11. Choose the Settings icon, click Options | Calendar | Publish Calendar.  There will be two links. 
    12. 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 Office 365.   Office 365 users can use either link to open the calendar in a browser or Outlook. 

     

    NOTE: Office 365 users will only be able to share detailed calendar information with other Office 365 users.  Healthcare users will only be able to see the free/busy information of the Office 365 users.  

    If you are an Office 365 user and you want to allow someone on Healthcare to view full details of your calendar, you must choose the Publish option.  The user will not be able to edit the calendar though.  This is true for Healthcare users who are trying to share their calendar with Office 365 users also.

    Outlook users (including Healthcare users):

    1. Choose File | Accounts Settings | Account Settings | Internet Calendars | New | Paste in the .ics url
    2. Choose Add.  
    3. In the folder name field, type in the shared account name and choose OK.   NOTE:  You may see it say Pending but go ahead and choose Close.
    4. Next click Calendar - the shared account calendar will be listed on the left side under Other Calendars. 
    5. Select the calendar to view it.   The calendar will automatically update in Outlook. 

     

     

    Article number: 
    104435
    Last updated: 
    January 6, 2020