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How to Share Calendar

The word Email Exchange is coined together for a reason. As the name implies, it allows exchanges from one email to another. This feature is extended to Exchange Calendar.

Sharing calendar information with others – people within or outside your organisation – is at the tip of your fingertips. There are different methods you can choose from. Depending on your mood, you can choose the fastest way, or you can choose the lengthy way for a geeky approach. Whatever it is, this article shall cover what you needed to know in sharing Exchange Calendar.

Important Note: This tutorial is based on Outlook 2016, slight difference on the steps may apply for other versions of Outlook and Outlook Web Access.

Sharing Calendar Automatically

The other end will only receive a calendar file by following this. However, this is the simplest way to share Exchange Calendar to others.

  1. Log in to Outlook 2016 or Outlook Web Access.
  2. Go to Calendar.
  3. Click the Home tab.
  4. If you have multiple calendars, click on the calendar you wished to share.
    The file name of your calendar should turn BOLD to indicate selection.
  5. On the menu bar, click Share Calendar.
  6. In the New Message, enter the email address of the person – inside or outside your organisation- you wish to share your calendar with in the appropriate field.
  7. In Details, select the level of information you wish to share.
  8. Click Send.
  9. On the pop-up box that appears, click Yes.

Important Note: Error displays whenever you have shared more details intended by the sharing policy set by your organisation. Contact the person-in-charge for assistance.

Congratulations! You just sent a sharing invitation to others.

Emailing Calendar

By following this step, your recipient should receive a snapshot of the calendar on the message box, along with a calendar file they can open using their mail client.

  1. Log in to Outlook 2016 or Outlook Web Access.
  2. Go to Calendar.
  3. Click the Home tab, then E-mail Calendar.
  4. Enter the following on the pop-up that opens:
    Calendar Select the calendar you want to share.
    Date Range Enter the specific time period that needs to be shared.
    Detail Specify the details you are willing to share.

    If you choose Availability Only, you can show your working hours by ticking the box Show Time within my working hours only.
    Advanced Based from the detail you chose, customized what you wanted to share. Not applicable for availability only detail.
  5. Click OK.
  6. In the New Message, add mail recipient on the field provided.
    Type in a message if you wish.
  7. Click Send.

Congratulations! You just shared a calendar through email.

Publishing Calendar Online

If you wish to publish your calendar online, follow the steps given below.

  1. Log in to Outlook 2016 or Outlook Web Access.
  2. Go to Calendar.
  3. Click the Home tab.
  4. On the menu bar, click Publish Online, then select Publish This Calendar.
  5. You will be redirected to Outlook Web Access. On the appropriate fields, select the calendar and the permission you wish to share.
  6. Click Save.
  7. Share the HTML link generated by OWA, if you wish recipients to view your calendar in online.
    Share ICS link, if you wish recipients to subscribe.

Congratulations! You just knew how to share a calendar.

Important Note: Confidential items (messages, tasks, contacts) can be marked private to limit the information being shared.

If you want to know what Exchange Calendar is, click here.

If you want to know how to open calendar, click here.

If you want to know how to create additional calendar, click here.

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