Outlook Calendar Sharing

How to request access to view another user's calendar in Microsoft Outlook desktop application.

OutlookCalendarEnd User GuideMicrosoftSharing

Request Calendar Access

  1. Open Outlook — Launch Microsoft Outlook on your computer.
  2. Go to Calendar — Click the Calendar icon in the bottom-left navigation panel.
  3. Open Shared Calendar — In the Home tab, find the Manage Calendars group. Click Open Calendar → From Address Book.
  4. Select the Person — Search for and select the person whose calendar you want to view. Click OK.
  5. Send Request (If Needed) — If you don't have permission to view their calendar, Outlook will prompt you to request access. Follow the prompts to send a sharing request.

Calendar Permission Levels

LevelWhat You Can See
Free/BusyOnly see when they're available or busy (no details)
Limited DetailsSee availability plus meeting subjects
Full DetailsSee all appointment information
EditorView and edit their calendar

Tip

Helpful Tips The calendar owner must approve your request before you can see their calendar Once approved, their calendar will appear in your calendar list You can overlay multiple calendars to compare availability Right-click a shared calendar to remove it from your view
Back