Skip to main content
Navigate Up
Sign In

University Webmail and Email Support

University of Colorado Denver

Mac Outlook

Share your calendar in Outlook 2016, 2011

​Share a calendar with someone

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

Click Calendar 

2. Slect 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.

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 a level to assign to the person you added.

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.

Share your calendar with someone else Outlook 2011    

1. In the navigation pane, click Calendar.

2. On the Organize tab, click Permissions.

Organize tab, Permissions, Properties    

3. Click Add User, type the name of the user, and then click Find.

4. In the search results, click the user's name, and then click OK.

5. In the Name list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want.

  • To customize the user's permission levels, select or clear the check boxes. You can also change the options for Edit Items and Delete Items.
  • Note   When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.
View a calendar that someone has shared with you    
Important   To open another person's calendar, both you and the other person must have Microsoft Exchange account and the account owner must grant you permission.
  1. Click Calendar on the navigation pane.
  2. On the Organize tab, click Open Calendar.
  3. Click Find User  Find User button.
  4. Type the name of the person who granted you access, click Find, click the person's name, and then click OK.
    If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click the account that you want to use to open the other user's calendar.
  5. On the Type pop-up menu, select Calendar, and then click OK.
    The shared folder appears in the navigation pane under the Shared heading.
    • If you have a shared calendar selected in the navigation pane, new items that you create are saved in that shared calendar.
    • To remove another user's shared calendar from your navigation pane, hold down CONTROL , click the folder, and then click Remove from View.
    • Outlook 2011 & 2016 users must be granted "Reviewer" access to another person's calendar to be able open that calendar and view details. If a user sets permission levels only to allow free/busy or free/busy limited details, an Outlook 2011 & 2016 user will not be able to see any details of the shared calendar.

Support Portal

© The Regents of the University of Colorado, a body corporate. All rights reserved.

Accredited by the Higher Learning Commission. All trademarks are registered property of the University. Used by permission only.