How to share calendar in office 365

To set up a common, shared calendar list, you simply need to create a shared mailbox.

NOTE: Because, creating a mailbox to be used for shared calendar or contacts list involves creating a shared mailbox, the people that can access the shared calendar or contacts list can also access and respond to email sent to the shared mailbox.

1. Sign into admin.microsoft.com.
2. Go to Admin > Groups.

3. On the Groups page, click Shared Mailboxes, and then click Add a mailbox

4. On the Add a shared mailbox page, enter the following information:
   Mailbox name This name appears in the address book, on the To field in email, and in the list of shared mailboxes on the Shared Mailboxes page. It's required and should be user-friendly so people recognize what it is.
   Email address Enter the email address for the shared mailbox. It's required.
5. Click Add
6. Select Add members to this mailbox
   
   
7. In the search field, type the admins name you want to add and then click Search. The person is added to the list of members. 
8. When you’re done adding members, click Finish.

NOTE: If new users are created in your organization, who need access to this shared calendar or contact list, you'll need to add them to the membership list of shared mailbox.

How to Share a Calendar

Outlook

If you have permissions to a shared mailbox, the shared calendar associated with the shared mailbox is automatically added to your My Calendars list.

There are several options for sharing your personal calendar with other users - sharing, publishing, giving permissions.    NOTE:  if you are trying to share a resource, see Office 365 Resource Management  

Sharing:  this option allows you to specify who can view your calendar, the details they can see and if they have editing or delegate rights.

Publishing:  this options allows you to publish a calendar for use on a web page, for a non-Office365 user to see, etc. This option only allows for viewing.

Giving Permissions:  this option allows you to specify who can view your calendar, the details they can see and if they have editing rights.  

Sharing An Office 365 Folder (Mail, SubCalendar, Contacts) With Another Office 365 User  this option allows you to share a particular folder or sub-calendar or Contact you created.  

NOTE:

• Office 365 users will only be able to share detailed calendar information with other Office 365 users.
• If you are sharing your calendar with a Mac user, you must give at least Reviewer permissions to the person for them to be able to see your calendar. 

See more information on Share an Outlook Calendar with Other People and Permission Settings for your Office 365 Calendar

Sharing Your Office 365 Calendar in Outlook (Windows)

The default in Outlook is that people can see your free/busy times when scheduling a meeting, but NOT the details for your calendar appointments.

However, you can give someone permission to your calendar so that they can view your calendar appointment details and/or manage your calendar.

1. Open Outlook 
2. Click Calendar on the left side of the window.
3. Click the down arrow on the Share Calendar button or click the Calendar Permissions button depending on your version
4. Select your calendar and click Add
5. Select the person to whom you wish to give permissions and click Add
6. Select the permissions level for the user
7. Click save changes. 

Sharing Your Office 365 Calendar Using OWA

In Office 365 you can share your calendar information with other users.  You can share your calendar with one or more people inside your organization (eg. Iowa O365 users) 

1. Login to Office 365 OWA
2. Click on the Calendar icon.
3. Click Share icon
4. Select which calendar you would like to share.
5. In the Share with: field, type the email address(s) of the users that you wish to share your calendar.
6. Choose what permissions you wish each user to have using the drop down menu next to their name.
7. Click Send

Sharing Your Office 365 Calendar in Outlook (Mac)

The default in Outlook is that people can see your free/busy times when scheduling a meeting, but NOT the details for your calendar appointments.

However, you can give someone permission (e.g., access rights) to your calendar so that they can view your calendar appointment details and/or manage your calendar.  If your "Calendar Permissions" option is grayed out, see You Cannot Open A Shared Calendar in Outlook 2016 for Mac for information on fixing the issue. 

1. Open Outlook.
2. Click Calendar on the left side of the window.
3. CTRL + Click on the calender name and select Sharing Permissions
4. Click Add User.
5. Search for the user and select the name for the person to whom you wish to give permissions and click Add.
6. Select the permission level for the user.
7. Click OK to save changes

Giving Permissions for others to View/Edit your Calendar

Depending on your version of Outlook, you will see different options for permissions.  See Permission Settings for your Office 365 Calendar for more information. 

Outlook Windows

1. Open Outlook.
2. Open your Calendar.
3. Right click on your calendar and select Sharing Permissions
4. Select Add.  
5. Type the name of the person you wish to add (e.g, doe, jane) select it, and click Add.
6. Click OK.
7. Under Permissions you can set the appropriate permissions for the user (e.g., Can view when I'm busy Can Edit, etc.)
8. Click OK when you are finished selecting the permissions.

Outlook Mac

1. Open Outlook 
2. Open your  Calendar
3. Select the "Calendar" listed under your email address
4. Press CTRL + Click and choose Sharing Permissions
5. Click Add User
6. Type their name, select it and click Add
7. Assign the desired permissions and click OK to save.

Office 365 OWA

1. Log into Office 365 OWA
2. Open your Calendar
3. Under "My Calendars", right click on your calendar
4. Click Sharing and permissions
5. Type the name or email address of the person to whom you wish to add 
6. Select the permissions for the user by clicking the down arrow next to "Can view all details"
7. Click Share

Publishing Your Calendar

Publishing the calendar allows you to share your calendar with users on a different system or outside your organization.

1. Login to Office 365 OWA
2. Click the Settings icon (gear on upper right corner of screen)
3. Click View All Outlook Settings
4. Select Calendar
5. Under Shared calendars select Publish a Calendar
6. Select the calendar you wish to publish by clicking the down arrow.
7. Select the permissions for the published calendar by clicking the down arrow (Can view when I'm busy, Can view titles and locations, Can view all details)
8. Click Publish.
9. Copy the links and send them to the users whom you wish to have access to your calendar.  Use the HTML link if you want recipients to view the calendar in a web browser or an ICS link if you want them to subscribe to the calendar (e.g., in Outlook).  
10. Click the left arrow next to Options to return to your Mail or Calendar. 

​NOTE:  When you publish your calendar you can choose All Details, Titles and Locations (limited details), or Busy (free/busy).   This is only a 'view' of your calendar, it can't be edited by others.

How Do I Open A Calendar That Has Been Shared With Me?

Using OWA

1. Log into OWA: Office 365 users
2. Open your calendar and under 'Other People's calendars' right click and choose 'Open Calendar'.
3. In the 'From Directory' type in the name of the user (e.g., Jane Doe) who shared their calendar with you and select 'Open'. 

Outlook (Windows)

1. Open the sharing invitation in your Inbox.
2. Click the Open this Calendar icon
3. Open your Calendar
4. The calendar that has been shared with you will display next to yours.

If you don't see the "Open this Calendar" icon, follow the steps below (e.g., the user sharing their calendar may not be on your email server).

1. Open your Calendar
2. Select 'Open Calendar' from the drop down and choose 'Open Shared Calendar'
3. In the 'Name' field type in the Users name (e.g., Jane Doe) who shared their calendar with you, and select OK.

Outlook (Mac)

1. Open your Calendar
2. Select File | Open Shared Calendar (or Open Other User's Folder)
3. In the Search box, type the name of the person who has granted you access to their calendar, and press Enter
4. Select their name, and click Open

Outlook Mobile 

1. Open the Outlook app on your mobile device.
2. Open the calendar sharing email notification. 
3. Tap the Accept button.
4. Tap the View button.
5. The calendar will open and you will see your calendar as well as the shared calendar. 

NOTE:  If you wish to have the shared calendar a different color,

1. Tap the menu option (three line icon in left corner)
2. Tap the Settings icon (gear) next to the shared calendar. 
3. Choose a color for the shared calendar and click the X in left corner to close settings. 
    

Removing Permissions - Unsharing a Calendar

To Un-share a Calendar (Windows)

1. Right-click on the calendar you want to un-share and select Permissions.
2. Right click the user's name and choose Remove.
3. Select Save. 

To Un-share a Calendar (Mac)

1. Open the calendar you wish to un-share
2. Click the Organizer tab and select Calendar Permissions.
3. Select the person and choose Remove. 

Sharing a Shared Departmental Account Calendar

Using Outlook (Windows)

1. Create a new profile in Outlook for the shared account (https://its.uiowa.edu/support/article/101780)
2. Open Outlook using the shared account profile
3. Click Calendar on the left side of the window.
4. Select Share Calendar in the top ribbon.
5. Type the email address or name of the user you wish to share your calendar and decide what information you which each user to see using the drop down menu

• Availability only: share free/busy information
• Limited details: share free/busy information, including subject and location
• Full details: share all information

1. Click Send.

NOTE:  if you just need to give permissions to someone so that they can view, edit or manage the calendar, see Sharing or Publishing Your Office 365 Calendar in Outlook (Windows) above to change the calendar permissions -- you won't need to share or publish the calendar.  

Using OWA

This option publishes the shared department account calendar on the web and allows people who have the URL to view it live.

1. Login to OWA (https://office365.uiowa.edu) with your [email protected] and HawkID password. 
2. Click the Calendar icon.
3. Click the Person icon and choose Open another mailbox. 
4. Type the mailbox name (e.g., its-email) and click OK.
5. Choose Settings (gear icon) | Calendar 
6. In the "Shared Calendars" section, choose Calendar Publishing
7. On the Publish Calendar screen, select which calendar you would like to publish (e.g., Calendar)
8. Select the permissions for the published calendar: (Not Shared, Full Details, Limited Details, Availability Only)
9. Click Save
10. Click the left arrow next to Options to return to the Calendar.
11. Choose the Settings icon, click Options | Calendar | Publish Calendar.  There will be two links. 
12. Copy the links and send those to the users whom you wish to have access.  Users will need to select the HTML link if they are not on Office 365.   Office 365 users can use either link to open the calendar in a browser or Outlook. 

NOTE: Office 365 users will only be able to share detailed calendar information with other Office 365 users.  Healthcare users will only be able to see the free/busy information of the Office 365 users.  NOTE:  once a Healthcare user has completed Phase 2 of the email migration, you can share your calendar with them as you normally would 

If you are an Office 365 user and you want to allow someone on Healthcare to view full details of your calendar, you must choose the Publish option.  The user will not be able to edit the calendar though.  This is true for Healthcare users who are trying to share their calendar with Office 365 users also.  NOTE:  once a Healthcare user has completed Phase 2 of the email migration, you can share your calendar with them as you normally would 

Does Office 365 have a shareable calendar?

How do I share a calendar with an admin in Office 365?

How do I create a shared calendar for multiple users in Outlook 365?

Why can't I share my calendar in Outlook 365?