UD Exchange Online: Sharing Calendars

You can give other Exchange Online clients access to your calendar by adding them as a delegates or by giving them permission to access your calendar.

• Use folder permissions to share your calendar if you just need to share your Outlook Calendar.
• Use delegate access to share your calendar if someone needs to receive or process meeting requests on your behalf. Delegate access should be limited to one or two people.

You can grant access to your calendar in:

• Outlook  (Windows)
• Outlook (MacOS)
• The macOS Calendar
• Microsoft Outlook on the Web

Using folder permissions to share your calendar in Outlook (Windows)

1. From Microsoft Outlook, right-click the calendar you want to share, and choose Properties.
2. Click the Permissions Tab.
3. Click the Add.
4. In the Add Users dialog box, locate and select the name of the person to whom you want to grant calendar access. Click Add.
5. Add the names of all the people who need access to your calendar.
6. Click OK.
7. In the Permissions dialog box, select the name of each person you added. Use the permission level drop-down menu to select the permissions you want to grant (for example, reviewer).
8. Click OK.

Using delegate access to share your calendar in Outlook (Windows)

1. From Microsoft Outlook, click the File tab, and choose Account Settings → Delegate Access.
2. In the window that opens, click the Add.
3. In the Add Users dialog box, locate and select the name of the person to whom you want to delegate access to your calendar. Click Add.
4. Add the names of all the people you want to grant access to your calendar.
5. Click OK.
6. In the Delegates Permissions dialog box, choose the calendar permission you want to grant (for example, read only).
7. Click OK, and then click OK again to close the Delegates window.

Using folder permissions to share your calendar in Outlook (macOS)

1. From Outlook, navigate to calendars.
2. In the My Calendars section, right-click your calendar, and choose Properties.
3. Click Add User.
4. In the Calendar Properties dialog box, find and select the person you want to give calendar access, and click Add.
5. Select the name you added, and then use the Permission Level drop-down menu to select the permissions you want to grant (for example, editor).
6. Click OK.

Using delegate access to share your calendar in Outlook (macOS)

1. From the Tools menu, choose Accounts.
2. Click Advanced, and then click Delegates.
3. Click the plus (+) button.
4. In the Choose a Person dialogue box, find and select the person you want to give calendar access, and click Add.
5. Choose the calendar permission you want to grant, and click OK.
6. Click OK, and then close the Accounts window.

Using folder permissions to share your calendar in macOS Calendar

1. From the Mac Calendar app, choose Preferences from the Calendar menu.
2. Click Delegation, and then click the Edit button.
3. Type the email address of the person you want you want to give calendar access, and select the person's name from the list that opens.
4. Use the Calendars column to set the level of permissions you want to grant (for example, Read Only).
5. Click Done.

Sharing your calendar through Microsoft Outlook on the Web

1. Log in to the web-based version of Outlook.
2. Navigate to calendars by clicking the calendar icon.
3. Right-click Calendar in the My calendars section, and choose Sharing and permissions.
4. In the Share this calendar section, search for and add the person to whom you want to grant access to your calendar.
5. Choose the level of sharing from the drop-down menu.
6. Click the Share button.

Use these directions to open an Exchange Online calendar that has been shared with you.