How to Share or Delegate an Outlook Calendar

How to Share or Delegate an Outlook Calendar

You can share your Outlook calendar with coworkers so they can see your availability, or delegate full access so someone can create and respond to meetings on your behalf. Sharing gives view access. Delegation gives editing rights.

Share Your Calendar (View Access)

  1. Open Outlook on your computer and go to the Calendar view.
  2. Right-click your calendar name in the left panel and select Sharing Permissions (desktop app) or click Share at the top (Outlook on the web).
  3. Type the person's name or email address.
  4. Choose the permission level:
    • Can view when I'm busy shows only free/busy blocks with no event details.
    • Can view titles and locations shows event names and locations.
    • Can view all details shows full event information including descriptions and attendees.
  5. Click Share. The recipient will receive an email invitation to add your calendar.

Delegate Your Calendar (Edit Access)

Delegation allows someone to create, edit, and respond to meeting invitations on your behalf. This is commonly used for executive assistants or team leads.

  1. In the Outlook desktop app, go to File > Account Settings > Delegate Access.
  2. Click Add and select the person.
  3. Set their permissions for Calendar (and optionally Inbox and other folders).
  4. Choose whether the delegate receives copies of meeting-related messages.
  5. Click OK.

In Outlook on the web, go to Settings > Calendar > Shared calendars and add a delegate under the delegation section.

Removing Access

To stop sharing or remove a delegate, return to the same settings and remove the person from the list. Changes take effect immediately.

Need help? Submit a ticket and a CMO IT Services technician will assist you.

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