Knowledge base

October 05, 2022

A guide to calendar sharing in Microsoft 365

Microsoft 365 provides a convenient way to share calendars. In this guide, we’ll show you how to do this quickly and easily to let others, even those without a Microsoft 365 account , view your calendar.

What is Outlook?

Outlook is a personal information manager from Microsoft, available as part of the Microsoft 365 suite. In addition to managing multiple e-mail accounts, Outlook also provides users with quick access to calendar and task functions. Users can also customize their view of Outlook in several ways, including the use of add-ons and plug-ins that improve productivity. Overall, Outlook is a powerful tool that can help individuals and organizations stay on top of their communications.

Using the web version of Outlook

The Web version of Outlook is a free Web version of Microsoft Outlook that includes many of the same features as the desktop version. You can use the Web version of Outlook to access your e-mail, calendar, contacts and tasks from any computer with an Internet connection.

In addition, you can connect your Microsoft 365 or another email service based on Microsoft Exchange Online to Outlook. Through this integration, you can easily share your calendar by following these steps:

  1. To access the calendar, click on the calendar icon at the bottom of the page.
  2. Go to the Calendar page and locate the toolbar at the top of the screen. Click Share and then select which calendar you want to share with others. Remember, you can only share calendars that you own.
  3. Enter the e-mail address or name of who you want to share your calendar with.
  4. To secure your calendar, determine the authorization levels of your recipients. These options include:
    • Can view when busy – allows users to view only certain details of your calendar when you are busy
    • Can view titles and locations: displays users when you are unavailable, including additional details such as the title or location of the event
    • Can see all details – lets users see all details about an appointment in your calendar
    • Can edit – allows allowed users to change details in your calendar
    • Delegate – authorizes users to edit and share your calendar with others
  5. The final step is to click Share. You can cancel sharing your calendar by clicking the trash can icon.

Another method of sharing your calendar is to publish it and send the URL to others. You can do this as follows:

  1. Go to Settings and then view all Outlook settings in Calendar.
  2. Click Shared calendars.
  3. After selecting Publish a calendar, choose which calendar to make public and how much information recipients can see.
  4. After you set the authorization levels, you can click Publish.
  5. Then choose between an HTML or an ICS link. The HTML link allows recipients to view your calendar through a browser such as Google Chrome or Mozilla Firefox. Meanwhile, users can use an ICS link to import your shared calendar and view it in their own Outlook calendar.

Sharing via

Like the web version of Outlook, allows you to share or publish your calendar directly. The methods for sharing on these two platforms are similar, except that you only have two choices for how recipients can use your calendar: can view all the details and can edit.

You can publish your calendar to as follows:

  1. Open the calendar view by clicking on the calendar icon.
  2. Go to the Settings menu and choose View All Outlook Settings.
  3. Go to Calendar and choose Shared calendars.
  4. In “Publish a calendar,” choose the calendar you want to publish and how much information to display.
  5. When finished, click Publish and share your calendar via an HTML or ICS link.

Easy access via Outlook on iOS and Android

If you are on the go or don’t have access to your desktop, you can still share your calendar through Outlook’s mobile app by following these steps:

  1. Select calendar in your Outlook app from the hamburger menu in the top left corner of the screen.
  2. Go to Sharing and then under Add People, select the recipients you want to invite by entering their names or email addresses.
  3. Then go to the upper-right corner of the app and tap the Check button.
  4. To edit the authorization level of a particular user, tap the user’s name in the recipient list. As with the web version of Outlook, you can choose authorization options such as“Only When I’m Busy,”“Titles and Locations Only,”“All Details,”“Can View,”“Can Edit,” and“Delegate.
  5. To delete a user from your recipients, go to the bottom of the page and tap Delete.
  6. After setting permissions, tap the Check button in the top right corner of the page to share your calendar with your selected users.

There is no doubt that Microsoft 365 offers a variety of tools to help you stay organized. If you want to learn more about the benefits of Microsoft 365, don’t hesitate to contact us. Our IT experts will be happy to help.

Source: b2bcloudsolutions

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