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Outlook: Sharing Calendars

Sharing a Calendar:


  1. Open Outlook.

  2. Click Calendar on the lower left side of your Outlook window, or click Go > Calendar.

  3. Locate the area labeled, My Calendars, near the upper left side of your Outlook window. Your calendar is found here. It's probably called "Calendar" (not "Calendar in Personal Folders").

  4. Right-click on your calendar and select Properties. Then click Permissions.

  5. Click Add....

  6. Type the last name of the person with whom you want to share your calendar. To search by anything other than last name, click Advanced Find.

  7. Select the name of the person with whom you would like to share your calendar, and click the Add -> button.
    • Repeat steps 6 and 7 to add additional people.

  8. Verify that there are no duplicate names in the Add box. Then click OK.

  9. Select one of the names you just added. By default, the Permission Level is None.

  10. Select a role from the Permission Level: drop-down menu.
    • We recommend choosing Reviewer (view only access) or Publishing Editor (full access)
    • Repeat this step to assign a permission level to each person in the list.

  11. When you are done, click Apply and then click OK.


Your Outlook calendar is now shared. You should inform those you shared your calendar with so they can open it.


Opening a Shared Calendar


  1. Open Outlook.

  2. Click Calendar on the side of the window, or click Go > Calendar.

  3. Click Open Calendar. Then click Open Shared Calendar....

  4. Type the last name or ULID of a person who is sharing a calendar with you. Then click OK.
    • If Outlook finds more than one match to the text you entered, you will be prompted to select the person whose calendar you want to open.

  5. The shared calendar will open to the right of your calendar.


The shared calendar will remain available in Outlook after you follow these steps the first time. You can display or hide a shared calendar using the check box next to the calendar's name on the left side of the window.


Three Additional Ways to Share Your Calendar (Mainly used if you want to share your calendar with some external from the Messiah Network

1. Share a calendar by publishing it online with Microsoft

You can publish your default Outlook 2010 Calendar to the Internet, which can allow more people to view it (exterrnal from the Messiah Network). Publishing an Internet Calendar requires neither the publisher nor the user to use an Exchange account.


If you publish a calendar on, you can control who can access your calendar on You are the only person who can modify your calendar, and you can only do so through Outlook. In your default calendar, on the Home tab, in the Share group, click Publish Online, and then click Publish to


If you have access to a Web server that supports the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol, you can choose to publish calendars to that server instead. However, publishing to provides improved control over who can access your calendar. In your default calendar, on the Home tab, in the Share group, click Publish Online, and then click Publish to WebDAV Server. For more information, see Publish your calendar on a WebDAV server.


2. Share a calendar by publishing it online in your O:/Web folder

You can create a calendar in your own account, and then *Save* the calendar as an .ics file on your O:\web folder or the departmental W:\ Drive. This makes it available to anyone on the Internet. Just give them the URL to that .ics file and they will be able to subscribe to that calendar in Outlook or Google Calendar or any program that supports the iCal format.


For instance, I'm College Ministries and I create a calendar called "Chapel Schedule". I load this new calendar with all the chapel events for the semester. Then I "save" the calendar to w:\ministries\chapel-schedule.ics. I then tell everyone they can add the chapel schedule to their Outlook by using "Add Internet Calendar" and typing as the url.


Note: Whenever college ministries changes the content of their calendar they would need to resave it to that location; but everyone who is subscribed to the calendar need do nothing--they will automatically get the updated version.


3. Share calendars by e-mail

Calendars shared by e-mail arrive in the recipient’s Inbox as e-mail message attachments, with a Calendar Snapshot in the message body. You can edit the Calendar Snapshot before sending; for example, you can change fonts or highlight days or appointments.

To send a calendar by e-mail:

  1. On the Home tab, in the Share group, click E-mail Calendar.
  2. In the Calendar box, click the calendar that you want to send.
  3. In the Date Range box, click the time period that you want the calendar to show.
  4. Enter or select any other options that you want, and then click OK.

An Outlook 2010 user who receives the Calendar by e-mail can choose to open the Calendar Snapshot in Outlook. Doing so can display the Calendar Snapshot and the recipient’s current calendar in side-by-side mode or calendar overlay mode.



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