When you use Outlook with an Exchange account, calendars can be shared between people. Calendar sharing is not limited to the default Calendar folder that is created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it, And any message, contact, or task in Outlook can by marked private so that others don't see the item in a shared folder.

Share Your Default Calendar with Specific People

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Calendar, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Share My Calendar.
    If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, and then click Share My Calendar.

Sending a Calendar sharing message

  • Enter the name of the person that you want to grant access to view your calendar.
  •  Type a subject for your e-mail message.
  •  Click this check box to grant the recipient permission to view your calendar.
  •  Click this check box to specify that you want to ask the recipient to share his or her calendar with you. This is optional.
  1. In the To box, enter the name of the recipient for the sharing invitation message.
  2. In the Subject box, type a subject for the e-mail message.
  3. In addition, you can request permissions to view the recipient's default Calendar folder. To do so, select the Request permission to view recipient's Calendar check box.

If you want to request access to a calendar folder other than the default Calendar folder, you must send an e-mail message asking for permissions to that particular folder. This option requests access to the recipient's default Calendar folder only.

  1. In the message body, type any information that you want to include.
  2. Click Send.
  3. Review the confirmation dialog box, and then, if correct, click OK.
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Share Your Default Calendar With Everyone

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Calendar, in the Navigation Pane, right-click the default Calendar folder.

    This is usually under My Calendar, and is displayed as Calendar.
    If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name.

    This is usually under My Calendars and is displayed as Calendar.
  2. Click Change Sharing Permissions.
  3. On the Permissions tab, in the Name box, click Default.
  4. Under Permissions, in the Permission Level list, click a permission level.
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Share a Custom Calendar with Specific People

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional calendar folders and these folders can be renamed or deleted. This section includes instructions to share calendar folders that you create.

  1. In Calendar, in the Navigation Pane, right-click the calendar folder that you want to share.
    If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name.
  2. Click Share folder name.
  3. In the To box of the sharing invitation, enter the name of the recipient.
  4. Optionally, change the Subject.
  5. In addition, if you want to, grant permissions to the recipient to change your calendar items by selecting theRecipient can add, edit, and delete items in this Calendar check box.
  6. In the message body, type any information that you want to include.
  7. Click Send.
  8. Review the confirmation dialog box, and then, if correct, click OK.
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Share a Custom Calendar With Everyone

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional calendar folders and these folders can be renamed or deleted. This section includes instructions to share calendar folders that you create.

  1. In Calendar, in the Navigation Pane, right-click the calendar folder that you want to share.
    If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name.
  2. Click Change Sharing Permissions.
  3. On the Permissions tab, in the Name box, click Default.
  4. Under Permissions, in the Permission Level list, click a permission level.
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