If you would like to create a separate calendar in Exchange you need to use Microsoft Outlook 2021.
Other users that want to view your new shared calendar will need to use Microsoft Outlook 2021 or the Outlook Web App in Microsoft 365.
Scroll down or click each version to go directly to those instructions.
- Outlook 2021 And Microsoft 365
- Microsoft 365 – Outlook Web App
How To Create a Shared Calendar in Outlook 2021 And Microsoft 365?
- Open Outlook and go to the Calendar section.
- In the Navigation Pane on left, right-click the Calendars folder.
3. Select “Add Calendar” and choose “Create New Blank Calendar.”
4. In the New Calendar dialog box, type a name for the calendar.
5. Give your calendar a name and click Save.
6. Click on the newly created calendar and choose “Share Calendar” in the toolbar at the top.
7. Select your calendar and add the people you want to share the calendar with.
8. Choose their permission level, such as “can view all details,” ” or “edit” which determines the level of access they have.
9. Click Share to save the changes.
10. The shared calendar will appear in the “Shared Calendars” section for the people you added. They will receive a notification about the shared calendar, and they can view and edit it accordingly.
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.
What Permissions People Have To Your Calendar
When you share your calendar with others in Outlook 2021, you can assign different permission levels determining their access and abilities.
The following are the expected permission levels and what people can do with your calendar:
- Can view when I’m busy: This is the default permission level.
People with this permission can see your availability, but they cannot see the details of your appointments.
- Can view titles and locations: People with this permission can see the same information as people with the “Can view when I’m busy” permission, but they can also see the subject and location of your appointments.
- Can view all details: People with this permission can see all the details of your appointments, including the subject, location, attendees, and notes.
- Can edit: People with this permission can edit your appointments, including adding, changing, and deleting them.
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.
- Click Calendar.
- Click ShareCalendar in the toolbar at the top.
3. On the Permissions tab, click the user’s name and then choose Remove.
Share a Calendar By Publishing It To a Web Page
To share your calendar in Outlook 365 or web app, follow these steps:
- Open your calendar on the web (Microsoft 365).
- Click on “Gear Icon” in the toolbar at the top.
- Select the calendar in the left navigation panel.
- Click on the shared calendar you want to share and choose “Sharing and Permissions.”
- In the pop-up window, select the desired level of access for your calendar (refer to Sharing permissions), and click “Publish.”
- Each specified person will receive a sharing invitation, and once they accept it, your calendar will appear in their Outlook under People’s Calendars.
Calendar sharing permissions: Different permission levels are available based on the application you are using and whether you are sharing with internal or external users.
In Outlook on the web: For individuals within your organization, you can choose from the following access levels:
- “I can view it when I’m busy” – only displays availability without showing additional details.
- “Can view titles and locations” – shows event times, subjects, and locations.
- “Can view all details” – displays all the details of your calendar items.
- “Can edit” – allows making changes to your calendar.
- “Delegate” – permits editing, sharing, and responding to meeting requests on your behalf.
The “Edit” and “Delegate” permissions are not available for individuals outside your organization.
You can only provide the “view” level of access: “when you’re busy,” “titles and locations,” or “all details.”
Share Your Calendar In An Email
To share your calendar in an email using Outlook, you can follow these steps:
- Open Outlook.
- Click the Calendar tab.
- In the Navigation Pane, select the calendar you want to share.
- Click Home > Email Calendar.
- In the Email Calendar dialog box, select the options you want.
Calendar and Date Range: The calendar and date range that you want to share.
Details: The level of detail that you want to share.
Recipients: The people who you want to share the calendar with.
- Click OK.
An email will be sent to the recipients with a link to the shared calendar.
The link will allow the recipients to view the calendar in their own Outlook calendars.
- Open Outlook and go to the Calendar section.
- On the navigation bar, click on “Calendar.”
- Click on “Home” and then select “Email Calendar.”
- Specify the date for the calendar you want to send.
- Set any other desired calendar options and click “OK.”
- Type the name of the person you want to ship your calendar to in the “To” field.
- Click “Send” to share the calendar via email.
Here are some additional tips for sharing calendars in emails:
- You can share a calendar with people inside or outside your organization.
- You can share a calendar for any type of event, such as meetings, appointments, or tasks.
- You can control the level of detail that you share.
You can share a calendar in a variety of formats, including ICS, HTML, and XML.
Fix Issues Sharing Your Calendar
This method can resolve your issues and offer you an easy calendar workflow.
1. Repair by “Run” Dialog Box
To repair the Outlook calendar, you must run a series of commands.
Step 1: Close the Microsoft application and ensure they are not even running in the background.
Step 2: Go to the start menu and enter the command “run.”
Step 3: Type outlook/clean reminders into the dialog box and press on ok button.
Step 4: Reopen the run dialog box and enter outlook/reset folders into the box, and press ok.
Step 5: Relaunch Microsoft Outlook and see if the Outlook calendar is repaired.
There are a few different ways to share a calendar in Outlook.
You can share a calendar by publishing it to a web page, by sending it in an email, or by sharing it directly with other people.
The method you choose will depend on your specific needs.
If you want to share your calendar with a large number of people, you may want to publish it to a web page.
This will allow anyone with the link to view the calendar.
If you only want to share your calendar with a few people, you may want to send it in an email or share it directly with them.
No matter which method you choose, sharing your calendar in Outlook is a great way to stay connected with others and collaborate on scheduling.
Here are some additional tips for sharing calendars in Outlook:
- When you share a calendar, you can control the level of access that people have to the calendar.
You can choose to allow people to view the calendar only, or you can allow them to edit the calendar as well.
- If you are sharing a calendar with people outside of your organization, you may need to configure your Outlook settings to allow external sharing.
- You can share a calendar with people who use other email clients, such as Gmail or Yahoo Mail.
However, they may need to use a third-party service to view the calendar.
How do I create a shared calendar for sharing in Outlook?
If you want to make a separate calendar in Exchange, use Microsoft Outlook 2007 or later. Other users who wish to view your new shared Calendar must use Microsoft Outlook or the Outlook Web App in Microsoft 365.
I see a “This calendar can’t be shared” error. What should I do?
If you see a message stating, “This calendar can’t be shared,” there could be 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. How can I do that?
To revoke access to your Calendar and stop sharing it, follow these steps:
Click Home > Calendar Permissions.
On the Permissions tab, click the user’s name and choose Remove.
Can I share a calendar by publishing it to a web page?
Yes, you can post your Calendar to a web page if you can access a web server supporting the WebDAV protocol. In Outlook, go to Calendar, then click Home > Publish Online > Publish to WebDAV Server. Enter the location of the WebDAV server, select any other publishing options you want, and click OK.
How can I fix issues sharing my Calendar?
To resolve issues with sharing your Calendar in Outlook, you can try the following:
Repair through the “Run” dialog box:
Close the Microsoft application and ensure they are not running in the background.
Go to the start menu & enter the command “run.”
Type “outlook/clean reminders” into the dialog box and press OK.
Reopen the run dialog box & enter “outlook/reset folders” into the box and press OK.
Relaunch Microsoft Outlook and see if the Outlook calendar is repaired.