There may be times when you are working with others and they want a quick snapshot of your availability to schedule a meeting. Outlook on the web and Outlook Mobile are great options to do this quickly and easily via email and can also be shared with users outside the university.

Outlook for Windows

  1. Compose a new email message or reply to an existing one
  2. Click Insert
  3. Select Calendar
  4. Select the date range (today, tomorrow, next 7 days, next 30 days, whole calendar, or specific dates)
  5. Choose your options for what users can see (Availability only, limited details, or full details)
  6. Click OK

Outlook Mobile 

  1. While viewing the message, tap Reply
  2. Tap the Calendar icon
  3. Tap Send Availability
  4. Select the time slots that work for you 
  5. Tap the checkmark 
  6. Tap Send

See Send meeting availability in Outlook Mobile for more information

Bookings with Me - you can setup custom times people can schedule you with a link provided by you

Publish Your Calendar

You can publish your calendar to share with other users

  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 
  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 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

  1. Publish your calendar using the steps above
  2. Create a signature using the instructions on the Using Signature Files in Outlook page
  3. Add the line Schedule and make it a link using the URL from your Published calendar (copy the HTML link)
  4. Save the signature file.

When you send a message, your schedule will be sent for users to easily access




Article number: 
Last updated: 
February 16, 2023