How to Create and Share a Calendar in Microsoft 365 Outlook Print

Overview

This guide explains how to create a new calendar in Microsoft 365 Outlook and share it with another user so both people can view and edit it. Steps are provided for Outlook on Windows, Mac, and Outlook on the Web (OWA).

Part 1 - Create and Share the Calendar (Calendar Owner)

These steps are performed by the person who will own and create the shared calendar.

Step 1 - Create a New Calendar in Outlook for Windows

1. Open Outlook and click the Calendar icon in the left navigation pane
2. In the left pane, right-click My Calendars and select New Calendar
3. Give the calendar a descriptive name (example: Team Schedule) and click OK
4. The new calendar will now appear under My Calendars in the left pane

Step 2 - Share the Calendar in Outlook for Windows

1. Right-click the new calendar you just created under My Calendars
2. Select Sharing Permissions
3. Click Add and search for the person you want to share with by name or email address
4. Select their name and click Add
5. Under Permissions, select Can edit from the dropdown so they can add and modify events
6. Click OK to save

The other person will receive an email invitation to view the shared calendar.

Step 3 - Create and Share a Calendar in Outlook for Mac

1. Open Outlook and click the Calendar icon in the left navigation pane
2. Go to File > New Calendar or right-click under My Calendars and select New Calendar
3. Give the calendar a name and press Enter
4. Right-click (or Ctrl+click) the new calendar and select Sharing Permissions
5. Click the + (plus) button and search for the person you want to share with
6. Select their name, set the permission to Can edit, and click Done

Step 4 - Create and Share a Calendar in Outlook on the Web (OWA)

1. Sign in at outlook.office.com
2. Click the Calendar icon in the left navigation bar
3. In the left pane, click Add calendar
4. Select Create blank calendar
5. Give the calendar a name and click Save
6. Right-click (or hover over) the new calendar and click the three dots (...) next to its name
7. Select Sharing and permissions
8. Type the name or email address of the person you want to share with
9. Set their permission to Can edit and click Share

Part 2 - Accepting and Viewing the Shared Calendar (Recipient)

These steps are performed by the person who received the calendar sharing invitation.

Step 5 - Accept the Invitation in Outlook for Windows

1. Open your email inbox and locate the calendar sharing invitation
2. Click Accept or Open this Calendar
3. The shared calendar will appear in your calendar view under Other Calendars or Shared Calendars in the left pane
4. You can toggle it on or off by clicking the checkbox next to its name

Step 6 - Accept the Invitation in Outlook for Mac

1. Open your email inbox and locate the calendar sharing invitation
2. Click Open this Calendar
3. The shared calendar will appear in your calendar list in the left pane

Step 7 - Accept the Invitation in Outlook on the Web (OWA)

1. Open your inbox and locate the calendar sharing invitation email
2. Click Accept
3. The shared calendar will appear in your calendar view under Other Calendars in the left pane

Notes

• If the shared calendar does not appear automatically after accepting, try closing and reopening Outlook
• In New Outlook for Windows, secondary shared calendars may not always appear in the directory search - if this happens, ask the calendar owner to resend the sharing invitation and accept it directly from the email
• Both users must be in the same Microsoft 365 organization for instant syncing to work - changes made by one person will appear for the other in real time
• To stop sharing the calendar at any time, the owner can right-click the calendar, select Sharing Permissions, select the person, and click Remove
• Permission levels available are: Can view when I'm busy, Can view titles and locations, Can view all details, and Can edit