Share Your Exchange Online Calendar with Ease: A Step-by-Step Guide

Updated at: 25/06/2025

Staying organized is crucial, and your Exchange Online calendar is your key. But sharing it shouldn't be a hassle. This step-by-step guide simplifies the process, showing you how to share your calendar with colleagues, clients, or family with ease. Learn how to control sharing permissions, manage access levels, and ensure your schedule remains private where needed. Let's get started!

Step-by-Step Instructions

  1. Access Outlook on the Web

    • https://outlook.office.com
    Access Outlook on the web using the URL: https://outlook.office.com
    Access Outlook on the Web

  2. Create a New Calendar

    • Click on 'Calendar' to view existing calendars.
    • Click 'Add calendar' and select 'Create a blank calendar'.
    • Name your new calendar and choose a color and icon.
    • Click 'Save' to create the calendar.
    Click 'Save' to create the calendar. Click 'Save' to create the calendar. Click 'Save' to create the calendar. Click 'Save' to create the calendar.
    Create a New Calendar

  3. Import Events (Optional)

    • Import events from an ICS file by clicking 'Upload from file'. Select your ICS file and the calendar to import into.
    Optional: Import events from an ICS file by clicking 'Upload from file'. Select your ICS file and the calendar to import into.
    Import Events (Optional)

  4. Share the Calendar

    • Right-click on the calendar you want to share (e.g., 'IPL 2021').
    • Click 'Sharing' and enter the email address of the person you want to share with.
    • Select the permission level (e.g., 'Can view all details').
    • Click 'Share' to send the invitation.
    Click 'Share' to send the invitation. Click 'Share' to send the invitation. Click 'Share' to send the invitation. Click 'Share' to send the invitation.
    Share the Calendar

  5. Recipient Accepts Invitation

    • The recipient will receive an email invitation; they need to click 'Accept' to add the calendar to their calendar list.
    The recipient will receive an email invitation; they need to click 'Accept' to add the calendar to their calendar list.
    Recipient Accepts Invitation
[RelatedPost]

Tips

  • Using Outlook on the web is a straightforward method for creating and sharing calendars.
  • Remember to choose the appropriate permission level based on the recipient's needs.
  • Changes made to the shared calendar by the owner will automatically sync with the recipient's calendar.

Common Mistakes to Avoid

1. Incorrect Permission Level

Reason: Sharing with 'Reviewer' or 'Free/Busy' permissions instead of 'Editor' or 'Contributor' may prevent the recipient from seeing all calendar details or editing appointments.
Solution: Change the permission level to 'Editor' or 'Contributor' depending on the desired access.

2. Typing the wrong email address

Reason: A simple typo in the recipient's email address will prevent the calendar from being shared successfully.
Solution: Double-check the recipient's email address for accuracy before sharing.

3. Forgetting to save changes

Reason: After setting the sharing permissions, forgetting to click 'Save' will mean the changes won't be applied.
Solution: Always click the 'Save' or equivalent button after making sharing changes.

FAQs

Can I share only certain parts of my calendar, like specific events?
Yes, Exchange Online allows you to share your entire calendar, or just specific parts of it. When setting up sharing permissions, you can choose to share only free/busy information, or allow the recipient to see the details of your appointments. The level of access is entirely under your control.
What happens if I stop sharing my calendar with someone?
Once you revoke sharing permissions, the recipient will no longer have access to your calendar. Any previously viewed information might remain cached on their device, but they won't be able to see any future updates or new events. They'll simply see that the calendar is no longer available.