How to create a calendar to share in outlook

To set up a common, shared calendar list, you simply need to create a shared mailbox.

NOTE: Because, creating a mailbox to be used for shared calendar or contacts list involves creating a shared mailbox, the people that can access the shared calendar or contacts list can also access and respond to email sent to the shared mailbox.

1. Sign into admin.microsoft.com.
2. Go to Admin > Groups.

3. On the Groups page, click Shared Mailboxes, and then click Add a mailbox

4. On the Add a shared mailbox page, enter the following information:
   Mailbox name This name appears in the address book, on the To field in email, and in the list of shared mailboxes on the Shared Mailboxes page. It's required and should be user-friendly so people recognize what it is.
   Email address Enter the email address for the shared mailbox. It's required.
5. Click Add
6. Select Add members to this mailbox
   
   
7. In the search field, type the admins name you want to add and then click Search. The person is added to the list of members. 
8. When you’re done adding members, click Finish.

NOTE: If new users are created in your organization, who need access to this shared calendar or contact list, you'll need to add them to the membership list of shared mailbox.

How to Share a Calendar

Outlook

If you have permissions to a shared mailbox, the shared calendar associated with the shared mailbox is automatically added to your My Calendars list.

Outlook 2016

1. Click Calendar Icon in lower left corner
   
   
2. In the left side bar Right Click the calendar you want to share, then click Properties.
   
   
3. Click the Permissions tab
4. Click Add to add permissions for a new user, or click the name of the existing user in the list to change their current permissions.
   
   
5. Either select a predefined set of permissions from the Permissions Level pull down or specify the permission in the checkboxes below.  Common options are:
   Free/Busy TimeAllow the user to view when you are busy or free, but not the information of any of the events on your calendarReviewerAllow the user to view all of the information on your calendar, but they cannot create or edit events.AuthorAllow the user to view all calendar information and can create new events, but they cannot edit or delete events they did not create.EditorAllow the user to view all calendar information, create new events, and edit and delete existing events.

You can search for people from your address book or type in their email addresses in the Add box. When you’re done adding names in the Add Users dialog box, click OK.

Back in the Calendar Properties dialog box, select the person’s name or email address, then choose the level of details that you want to share with the person, then click OK.

I see a “This calendar can’t be shared” error

If you see a message that says This calendar can’t be shared, there are three possible reasons.

• The email address is invalid.

• The email address is a Microsoft 365 Group

• The email belongs to an external user who isn’t part of your organization.

Stop sharing your calendar

At any time you can revoke access to your calendar. Note that it may take a while for Microsoft 365 and the user’s Outlook to sync and remove the view to your calendar.

1. Click Calendar.

2. Click Home > Calendar Permissions.

3. On the Permissions tab, click the user’s name and then choose Remove.

4. Click OK.

Share a calendar by publishing it to a web page

If you have access to a web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can publish your calendar there.

Note: Not sure if your server supports WebDAV? Your server administrator or internet service provider (ISP) should be able to tell you.

1. Click Calendar.

   
   

2. Click Home > Publish Online > Publish to WebDAV Server.

   Notes: 

   • If your email account uses Exchange, you will see Publish This Calendar, instead of the option to publish to a WebDAV server. This lets you publish your calendar directly to an Exchange Server. In the window that opens, select the publishing options you want, and click Start Publishing.

   • If you’re using Microsoft 365, you can still publish your calendar to a WebDAV server, but you must first remove {Anonymous:CalendarSharingFreeBusySimple} from the sharing policy. This will prevent you from publishing your calendar to Exchange in the future, however. 

3. In the Location box, enter the location of the WebDAV server, select any other publishing options you want, and then click OK.

Share your calendar in an email

If you don’t want to give someone permissions to share your calendar and see updates, you can email a static copy of your calendar for a specific date range. The recipient will be able to see the events on your calendar at the time you sent the email, but not any updates you make after you send the email.

Note: This feature is no longer available with Outlook for Microsoft 365.  

1. Click Calendar.

   
   

2. Click Home > E-mail Calendar.

   
   

3. In the Calendar and Date Range boxes, pick the calendar and time period you want to share. For example, choose Today only or for the Next 7 days.

   
   

4. Set any other options you want, and then click OK.

5. In the new email that opens, add who you want the message to go to in the To field, add a message if you want, and click Send.

The person you sent your calendar to will see a snapshot of your calendar in the message.

The message also includes an attached iCalendar (.ics) file that they can open in Outlook or another calendar program. When the recipient clicks the iCalendar file, Outlook displays the file as a new calendar that they can view side-by-side with their calendar. They can drag appointments or meetings between the two calendars, and find a time that works for both of you.

Fix issues sharing your calendar

If you don’t have the option to share your calendar (it’s greyed out), it’s because the admin/IT support for your business has set a policy to prevent the people from sharing calendars.

Creating a shared calendar in Microsoft 365 – Outlook Web App

1. Sign into webmail and click Calendar on the blue bar at the top
2. At the bottom of the page, select
   
   
   to go to Calendar.
3. In Calendar, on the toolbar at the top of the page, select Share, and choose the calendar you want to share.
   
   

   Note: You can’t share calendars owned by other people.

4. Enter the name or email address of the person you want to share your calendar with.
5. Choose how you want the person to use your calendar:
   • Can view when I’m busy lets them see when you’re busy but doesn’t include details like the event location.
   • Can view titles and locations lets them see when you’re busy, as well as the title and location of events.
   • Can view all details lets them see all the details of your events.
   • Can edit lets them edit your calendar.
   • Delegate lets them edit your calendar and share it with others.
6. Select Share. If you decide not to share your calendar right now, select
   
   
   .

   Notes: 

   • When sharing your calendar with someone who’s not using Outlook on the web, for example, someone using Gmail, they’ll only be able to accept the invitation using a Microsoft 365 or an Outlook.com account.

   • ICS calendars are read-only, so even if you grant edit access to other people, they won’t be able to edit your calendar.

   • How often your ICS calendar syncs depends on the email provider of the person you’ve shared it with.

   • Calendar items marked private are protected. Most people you share your calendar with see only the time of items marked private, not the title, location, or other details. Recurring series marked as private will also show the recurrence pattern.

     How do I create a shared calendar for multiple users?

     Set up a new calendar.

     On your computer, open Google Calendar..

     On the left, next to "Other calendars," click Add other calendars. ... .

     Add a name and description for your calendar..

     Click Create calendar..

     If you want to share your calendar, click on it in the left bar, then select Share with specific people..

     How do I create a public calendar in Outlook?

     To create a public folder calendar under an existing public folder, right-click the folder, and select New Folder..

     Name the new public folder and select Calendar Items from the Folder contains drop-down list..

     Click OK..

     How do I create a shared public calendar?

     Make your calendar public.

     On your computer, open Google Calendar..

     At the top right, click Settings. Settings..

     On the left, under "Settings for my calendars," click the name of the calendar you want to share..

     Under "Access permissions for events," check the box next to "Make available to public.".

     Click OK..