Collaborating with Calendars

In Outlook calendar collaboration is a frequently used feature. It is useful for scheduling meetings and more.

Sharing calendars

In order to schedule meetings with other people in your workplace, your calendar must first be shared. Keep in mind that sharing can vary depending on your office's network, and your IT department may have already set your calendar sharing settings.

To share a calendar:

Click the buttons in the interactive below to learn more about different calendar sharing options.

labeled graphic

Request permission to view recipient's Calendar

Check this box to request that your recipients share their calendars with you.

Allow recipient to view your Calendar

Check this box to share your calendar with the recipient(s). This option should be selected by default.


Add a subject to let the recipient(s) know that they've been invited to see your calendar.


Add recipients to the sharing invitation as you would an email message. Your calendar will be shared with all recipients.


If you like, you can include a message to let your recipient(s) know why you're choosing to share your calendar.

Availability Details

Click the Details drop-down button to choose what information will be shared from your calendar. There are three availability options:

Choose Availability only if you want to share just your Free/Busy time.

• Choose Limited details if you want to share the time and subject of your appointments.

• Choose Full details if you want to share all information about your appointments, including location.


When you've finished modifying the sharing settings, click Send to share your calendar.

After you've shared a calendar, you can edit your shared calendar settings by changing your calendar permissions. Just click the Calendar Permissions command on the Ribbon.
Screenshot of Microsoft Outlook 2010Modifying calendar permissions

To open a shared calendar:

Whenever someone shares a calendar, you will need to open that calendar to view its details.

  1. Locate and select the Open Calendar command on the Ribbon, then choose Open Shared Calendar... from the drop-down menu.

    Screenshot of Microsoft Outlook 2010Opening a shared calendar
  2. The Open a Shared Calendar dialog box will appear. Click the Name... button to choose a shared calendar from your address book.

    Screenshot of Microsoft Outlook 2010Clicking the Name... button
  3. The address book will appear. Choose the contact whose shared calendar you want to view, then click OK.

    Screenshot of Microsoft Outlook 2010Adding a calendar from the address book
  4. Click OK to continue.

    Screenshot of Microsoft Outlook 2010Clicking OK
  5. The shared calendar will appear in the View pane. Click the check box in the Navigation pane to toggle the calendar on and off.

    Screenshot of Microsoft Outlook 2010Viewing a shared calendar