How to Share Your Outlook Calendar in the Windows Desktop App
This document shows how to share an Outlook calendar using the Windows Outlook app. It also describes how to change permissions of those you have already shared your calendar with.
- If it is not already open, open your calendar by clicking on the Calendar Icon on the bottom left corner of the screen.
- In the ribbon on the top of the screen click on Share Calendar to open a drop-down menu.
- From the drop-down menu, choose the calendar that you would like to share or change permissions on.
- Click Add... to select a user to share your calendar with.
- Type the name of the user who you would like to share your calendar with in the search bar on the top left. This search system isn't the best, so you may have to type their name in exactly as it appears on the email (Example, "Anderson, Jen" instead of "Jen Anderson").
- Click on Add and then OK at the bottom.
- Now it's time to decide how this user can view your calendar by setting the permissions. You can change these settings at any time. To change a specific user, highlight their name, and choose an option under "Permissions."
Note: Any user at UIUC can add your calendar to theirs. The default is that they can only see when you are available/busy, and they cannot view details of your calendar. To change the permissions of everyone who adds your calendar, click My Organization. - You can change how each user views your calendar in the "Permissions" section of the window. Here's what each of the options mean:
| Option Name | What It Does |
| Can view when I'm busy | Calendar entries will be shown as blocks of time where I am either "busy" or "available". Users cannot view titles, locations, or other details that I have saved to each event. |
| Can view titles and locations | Users will be able to see the information that I have entered in the title and location fields of my event, but no other details. |
| Can view all details | Users can see all of the information about the events in my calendar. |
| Can edit | Users will be able to edit the information and events in my calendar. |
| Delegate | Users can see all the details of my calendar, edit it, and share it with other people. |
How to Change the Permissions of Someone Who Has Access to Your Calendar
- If it is not already open, open your calendar by clicking on the calendar icon on the bottom left corner of the screen.
- In the ribbon on the top of the screen, click on Share Calendar to open a drop-down menu.
- From the drop-down menu, choose the calendar that you would like to share or change permissions.
- In the pop-up window, select the user that you would like to change the permissions of.
Note: Anyone at UIUC can add your calendar to theirs. The default is that they can only see when you are available/busy, and they cannot view details of your calendar. To change the permissions of everyone who adds your calendar, click My Organization.
- In the section labeled "Permissions," select how you would like this user to view your calendar.
| Option Name | What It Does |
| Can view when I'm busy | Calendar entries will be shown as blocks of time where I am either "busy" or "available." Users cannot view titles, locations, or other details that I have saved to each event. |
| Can view titles and locations | Users will be able to see the information that I have entered in the title and location fields of my event, but no other details. |
| Can view all details | Users can see all of the information about the events in my calendar. |
| Can edit | Users will be able to edit the information and events in my calendar. |
| Delegate | Users can see all the details of my calendar, edit it, and share it with other people. |
6. Click OK, and you're done!