Share your calendar in Outlook 2016 for Mac

You can share your calendars in Outlook 2016 for Mac with family, friends, and co-workers. Permissions you can set range from co-owner to view-only, and you can take away their permissions to see your calendar at any time.

Important: To share your calendar, both you and the person you want to share it with must have Microsoft Exchange accounts.

Share a calendar with someone

  1. At the bottom of the navigation pane, click Calendar.

    Click Calendar

  2. Select the calendar you want to share.

  3. On the Organize tab, click Calendar Permissions.

    Click Calendar Permissions

    Note: If the Open Shared Calendar or Calendar Permissions buttons are unavailable, you might need to change one of your settings. See You cannot open a shared calendar in Outlook 2016 for Mac for instructions.

  4. In the Calendar Properties box, click Add User.

    Add user button on Calendar Permissions tab

  5. In the Search box, type the name of the person you want to share your calendar with.

  6. When you see their name appear in the list, click it and then click Add.

    Click Add

    Tip: Their name will show up in the Calendar Properties box.

  7. In the Calendar Properties box, click the Permission Level down arrow, and choose the permission level to assign to the person you added. Note that the default Read, Write, Delete, and Other options change based on the permission level you choose.

    Set permission levels for your shared calendar

  8. Check the boxes that apply in the Read, Write, Delete, and Other sections, and then click OK.

Permission levels defined

You can grant different permission levels to different individuals. The default is free/busy, which shows your free/busy status in the scheduling assistant. In order for Mac users to see your calendar, they'll need to be assigned the Reviewer permission level.

Calendar permissions dialog with Reviewer permission highlighted

This table explains the privileges that are associated with each permission level.

Action

Privilege

Recipient of shared calendar...

Read

None

Is blocked from reading anything on the shared calendar

Time, subject, location

Can see the time, subject, and location of meetings and appointments on the shared calendar

Free/Busy time

Can see when you are free and busy but no other details

Full details

Can read everything on your calendar

Write

Create items

Can create meetings and appointments on your calendar

Create subfolders

Can create a folder under the shared calendar. This is a place where you can schedule appointments but not meetings.

Edit own

Edit meetings and appointments they created but not those created by the person sharing the calendar

Edit all

Edit all meetings, appointments, and folder contents regardless of who created them

Delete

None

Is blocked from deleting anything on the shared calendar

Own

Can delete meetings and appointments they created but not those created by the person sharing the calendar

All

Delete all meetings, appointments, and folder contents regardless of who created them

Other

Folder visible

View the folder (or sub-calendar).

Folder contact

Receive messages about a public folder and resolve duplication or overwrite issues.

Folder owner

Add, edit, and remove appointments.

Remove permissions from someone you no longer want to share your calendar with

  1. At the bottom of the navigation pane, click Calendar.

  2. Select the calendar you want to remove their permissions from.

  3. On the Organize tab, click Calendar Permissions.

    Click Calendar Permissions

  4. In the Calendar Properties box, click Remove, and click OK.

Related information

Open a shared Exchange calendar in Outlook 2016 for Mac

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