Depending on your job, there may come a time when you will need to give someone else access to your busy schedule. If you have an executive assistant, you will probably need to allow access to your calendar on a permanent basis. Calendar sharing is also helpful when you’re taking a trip and you need somebody else to fill your shoes at work until you return.
Regardless of your reasons, Outlook provides us with multiple ways of sharing our schedule. You can allow someone to take a look at your calendar by sending a snapshot in various forms, or even better, by sending an invitation.
But what really makes Outlook Calendar sharing great, is the fact that it’s not limited to the default Calendar folder. If you have multiple calendar folders, you can select which ones you want to share. This is great for those situations where you need to share a calendar folder for a particular project with your colleagues. You can go even further and grant your co-workers the ability to modify appointments and events in your calendar. If you’re already using Office 365 or another Exchange-based account, you can send a sharing invitation so that the recipient can view your calendar in their own Calendar list.
If you have some things that you want to keep away from them, you can do it easily. Every contact, task, or message in Outlook can be marked as private so that other users that have access to that shared folder won’t be able to see it. The best method of sharing calendar information is highly dependent on what type of servers you and your recipient use.
Below you have a collection of methods that will enable you to share your Outlook Calendar information. Follow a method that fits your Outlook version and serves your purpose.
Method 1: Sending your calendar via e-mail (All Outlook Versions)
If you decide to send your Outlook Calendar via email, it will arrive in the recipient’s inbox as an email attachment. The recipient will find the Calendar Snapshot in the message body of the email.
Before you end up sending the Calendar Snapshot, you can edit various visual aspects including changing the font and highlight certain days or hours. Here’s a quick guide on sending your Outlook Calendar:
Note: The guide was written using Outlook 2016. If you’re using an older Outlook version, check the Note paragraphs for the exact paths on older versions.
- In the Navigation pane, click on the Calendar icon in the bottom-left corner of the screen.
Note: For Outlook 2007 – expand the Navigation Pane and then click on Share My Calendar.
- Now click on the Home tab to expand it, then click on E-mail Calendar.
- Click on the drop-down menu next to Calendar and select the calendar that you want to send.
- Use the Date Range to establish the period of the calendar that you want to send via email. If the default choices are not specific enough, you can use the Specify dates option to choose a particular date range.
- Next, you can choose from different levels of details that will be included in the calendar snapshot. If you want to include all information, click on Full details.
- When you’re satisfied with your selection, click OK.
- Shortly after you click Ok, a new email should open. Use the To field to include every person that you want to send your calendar to. You can also include a message, but that’s entirely optional. Hit the Send button to share your calendar via email.
- The recipient will be able to see a snapshot of your calendar with the period you previously selected using Date Range. Besides the snapshot, the email will also include an iCalendar (.ics) file that can be opened in Outlook or a similar program that accepts this format.
Method 2: Sharing your Calendar with Exchange users (Outlook 2016, Outlook 2010)
Outlook will also allow you to share your calendar with other people via a built-in way. But keep in mind that you’ll need to have a Microsoft Exchange email account or Office 365 for this feature to work. There’s also a chance that your account may have been configured not to allow calendar sharing. If you have the means, here’s what you need to do:
- Click the Calendar icon in the bottom-left corner of the screen.
- Expand the Home tab and click on Share Calendar.
- Soon after that, a new email window will open. Insert the person that you want to share your calendar with in the To box.
- Click the drop-down menu near Details to specify the level of details that will be shared with that particular person.
- Click Send to launch the invitation to the other person.
- The person on the other side will receive an email with the invitation. All they have to do is click on Open this calendar.
Note: if you encounter an error when trying to send your sharing invitation, you might have tried to share more details than supported by your organization. If you see the error message below, choose a different detail level under Details.
Method 3: Printing the Outlook Calendar (Any Outlook Version)
An old fashion way of sharing your Outlook Calendar is to physically print it. You can quickly print only the current day, a week or a whole month. Additionally, you can opt to print specific dates by using the Date Navigator. Here’s a quick guide on how to do it:
- Expand the File ribbon tab and click on Print.
- Now you have to choose your active printer. After you do that, go to Print Options and decide on the date range and style of your calendar.
- You have a number of print styles to choose from including Weekly Style, Weekly Agenda, Daily Style and Monthly Style.
- Now make sure you select the right range from Print range. If you want to exclude your private appointments, check the box next to “Hide details of private appointments”.
- It’s good practice to review the final outcome before printing it out. You can do this easily by clicking the Preview button. Use the preview pop up to identify potential problems and make the necessary adjustments.
- Hit the Print button when you’re ready to print out your Outlook calendar.