Share your calendar information

You can share calendar information with other people by using Microsoft Office Outlook 2007 in many ways. You can choose the method that is best for you, depending on the type of servers that you and your recipients have access to; and whether you use Microsoft Exchange, POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.), or IMAP (IMAP (Internet Message Access Protocol): Unlike Internet e-mail protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.) accounts.

You can share a one-time copy of your calendar that is not updated called Calendar Snapshots or share calendars that can be updated by publishing them to Microsoft Office Online or other Web sites that support the WebDAV protocol.

What do you want to do?


Share your calendar with other Exchange users

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more information about Microsoft Exchange accounts and how to determine which version of Exchange your account connects to, see the links in the See Also section.

In this section



What is calendar sharing?

When you use Outlook with an Exchange account, calendars can be shared between people. Calendar sharing is not limited to the default Calendar folder that is created in all Outlook profiles. You can create additional calendar folders and choose which of those folders to share. For example, you can create a calendar folder for a specific project and share it with your co-workers. Optionally, you can grant them permission to modify the events and appointments in the calendar.

 Tip   Any message, contact, or task in Outlook can by marked private so that others don't see the item in a shared folder.

Calendar sharing works through sharing invitation and sharing request e-mail messages. Sharing invitations offer the recipient access to your calender folder. When you send a sharing invitation for your default Calender folder, you can request access to the recipient's default Calendar folder.

 Note   If you want to request access to an additional calendar folder that the recipient has created — not the default Calendar folder — you must send an e-mail message asking for permission to access that particular folder. The recipient can then send you a sharing invitation for that calendar folder.

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Share your default Calendar folder with specific people

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Calendar, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), click Share My Calendar.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, and then click Share My Calendar.

Sending a Calendar sharing message

Callout 1 Enter the name of the person that you want to grant access to view your calendar.
Callout 2 Type a subject for your e-mail message.
Callout 3 Click this check box to grant the recipient permission to view your calendar.
Callout 4 Click this check box to specify that you want to ask the recipient to share his or her calendar with you. This is optional.
  1. In the To box, enter the name of the recipient for the sharing invitation message.
  2. In the Subject box, type a subject for the e-mail message.
  3. In addition, you can request permissions to view the recipient's default Calendar folder. To do so, select the Request permission to view recipient's Calendar check box.

 Note   If you want to request access to a calendar folder other than the default Calendar folder, you must send an e-mail message asking for permissions to that particular folder. This option requests access to the recipient's default Calendar folder only.

  1. In the message body, type any information that you want to include.
  2. Click Send.
  3. Review the confirmation dialog box, and then, if correct, click OK.

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Share your default Calendar folder with everyone

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Calendar, in the Navigation Pane, right-click the default Calendar folder.

This is usually under My Calendar, and is displayed as Calendar.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name.

This is usually under My Calendars and is displayed as Calendar.

  1. Click Change Sharing Permissions.
  2. On the Permissions tab, in the Name box, click Default.
  3. Under Permissions, in the Permission Level list, click a permission level.

ShowClick here for descriptions of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

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Share a custom calendar folder with specific people

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional calendar folders and these folders can be renamed or deleted. This section includes instructions to share calendar folders that you create.

  1. In Calendar, in the Navigation Pane, right-click the calendar folder that you want to share.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name.

  1. Click Share folder name.
  2. In the To box of the sharing invitation, enter the name of the recipient.
  3. Optionally, change the Subject.
  4. In addition, if you want to, grant permissions to the recipient to change your calendar items by selecting theRecipient can add, edit, and delete items in this Calendar check box.
  5. In the message body, type any information that you want to include.
  6. Click Send.
  7. Review the confirmation dialog box, and then, if correct, click OK.

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Share a custom calendar folder with everyone

The default Calendar folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional calendar folders and these folders can be renamed or deleted. This section includes instructions to share calendar folders that you create.

  1. In Calendar, in the Navigation Pane, right-click the calendar folder that you want to share.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Share calendar name.

  1. Click Change Sharing Permissions.
  2. On the Permissions tab, in the Name box, click Default.
  3. Under Permissions, in the Permission Level list, click a permission level.

ShowClick here for descriptions of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

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Revoke or change other people's access to your calendar folders

At any time, you can change or revoke someone's access permissions to your calendar folders.

  1. In Calendar, in the Navigation Pane, right-click the calendar folder for which you want to change permissions.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar for which you want to change permissions, and then click Change Sharing Permissions.

  1. Do one of the following:
    • Revoke or change access permissions for everyone    
      1. On the Permissions tab, in the Name box, click Default.
      2. Under Permissions, in the Permission Level list, click None to revoke permissions or any of the other options to change permissions.

ShowClick here for descriptions of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

  • Revoke or change permissions for one person    
  1. On the Permissions tab, in the Name box, click the name of the person whose access permissions you want to change.
  2. Under Permissions, in the Permission Level list, click None to revoke permissions or any of the other options to change permissions.

ShowClick here for descriptions of permission levels

With this permission level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items and files, and modify and delete items and files that you create.
Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not apply to delegates.)
None You have no permission. You cannot open the folder.

You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

  1. Repeat step 2 for each person whose access permissions you want to modify.

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Share your calendar by using Delegate Access

Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Outlook to allow another person, known as a delegate (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.), to receive and respond to meeting requests or responses and to send e-mail messages on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have full control over items in your Exchange mailbox (mailbox: Location on a Microsoft Exchange server where your e-mail is delivered. Your administrator sets up a mailbox for each user. If you designate a personal folder file as your e-mail delivery location, messages are routed to it from your mailbox.).

Delegate Access is a more advanced feature than just sharing your Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create e-mail messages or respond to meeting requests on your behalf, you must use Delegate Access.

 Notes 

  1. On the Tools menu, click Options, and then click the Delegates tab.
  2. Click Add.
  3. In the Type name or select from list box, enter the name of the delegate to whom you want to grant permissions.

To add multiple delegates simultaneously, hold down CTRL and click their names in the Name list. The permissions you select will apply to all of the delegates.

  1. Click Add, click OK, and then click a type of permission for each Outlook folder to which you want the delegate to have access.
  2. If you want your delegate to see items that you have marked private, select the Delegate can see my private items check box.

 Note   For additional information about Delegate Access, see the See Also section.

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Share calendars with anyone

Whether you use a Microsoft Exchange, POP3, IMAP, or Windows Live Mail account, you can share calendar information with anyone who has access to e-mail or to the Internet.

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Save a calendar as an iCalendar file

  1. In Calendar, select a calendar to make it the active calendar in the view.
  2. On the File menu, click Save As.
  3. Type a name for the iCalendar file in the File name text box. This should be an easy to recognize and meaningful name for you and your recipients.

A summary of the calendar name, date range, and detail level appears next to More Options. If you are satisfied with this summary, proceed to step 8, otherwise continue with step 4.

  1. Click More Options.
  2. From the Date Range list, choose the amount of calendar data to include in the iCalendar file, or click Specify dates to enter a custom date range.

 Note   If you choose a large date range or select Whole calendar, you might create a large iCalendar file.

  1. From the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items marked private unless you change the privacy option in Advanced options.
  2. Optionally, click Show to see Advanced options.
    • Include details of items marked private     This option requires Detail to be set to Limited Details or Full Details. The existence of private items will be included, but no further information will be shared.
    • Include attachments within calendar items     This option requires Detail to be set to Full Details. All attachments on calendar items, such as spreadsheets, are included.

 Note   This might increase the size of the iCalendar file significantly.

  1. Click OK, and then click Save.

If your calendar contains no items, a dialog box appears to provide you with a chance to cancel saving the iCalendar file.

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Publish a calendar to Office Online

  1. In Calendar, in the Navigation Pane, right-click the calendar you want to publish.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, and then right-click the calendar you want to publish.

 Tip   If you want to publish your default Calendar, click Publish My Calendar in the Navigation Pane, and then proceed with step 3.

  1. On the shortcut menu, click Publish to Office Online.
  2. If this is the first time you have published a calendar to Office Online, you must register for Office Online by using your Windows Live ID account. If you do not have a free Windows Live ID account, you can create one. Follow the instructions on your screen.
  3. Next to Time Span, select the number of days for which you want to share your calendar.

Date range screenshot

  1. Next to Detail, click the arrow and choose the amount of detail to share. If you want, select the Show time within my working hours only check box to restrict shared details to your working hours specified in Outlook.

Calendar details

  1. Next to Permissions, choose whether your calendar information can be viewed only by specified people or searched and viewed by anyone using Office Online.
    • Only invited users can view this calendar     If you click this option, an Outlook sharing e-mail message opens after the calendar is published to Office Online. You can send the sharing e-mail message to each person who you want to grant access to your calendar. The sharing message automatically includes a link to the calendar and you can type a message if you want to.
    • Anyone can view and search for this calendar on Office Online     If you click this option, anyone who knows the link to your calendar can view it. People do not need a Windows Live ID account to log on or sign in to a service. In addition, Office Online users can find this calendar when searching for calendars.
  2. If you are publishing a calendar that anyone can view and search, type a description of your calendar in the Description box. This information helps other Office Online users find your calendar.

By default, this calendar will be periodically updated. Changes to the calendar are published to Office Online during the next manual or automatic send/receive. By default, there is a 30 minute interval between each send/receive for each Send/Receive group. If you change the automatic send/receive interval to less than 20 minutes, calendar updates to Office Online are sent at a minimum 20 minute interval.

To upload this calendar and then never provide updates, click Advanced, and then click Single Upload: Updates will not be uploaded.

  1. Click OK.

After sharing a calendar, the calendar icon in the Navigation Pane changes as shown below.

Shared calendar

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Publish a calendar to a WebDAV server

You can publish and share your calendars with others by publishing them to a WebDAV server. This is useful if you want to share calendars and availability information with others, but do not use a software application such as Exchange.

The server that you are publishing a calendar to must support the World Wide Web Distributed Authoring and Versioning (WebDAV) protocol. Not all Web servers support WebDAV. Even if you can use File Transfer Protocol (FTP) (FTP: A communication protocol that makes it possible for a user to transfer files between remote locations on a network. This protocol also allows users to use FTP commands, such as listing files and folders, to work with files on a remote location.) or directly save to a universal naming convention (UNC) (universal naming convention (UNC): A naming convention for files that provides a machine-independent means of locating the file. Rather than specifying a drive letter and path, a UNC name uses the syntax \\server\share\path\filename.) path such as \\server\teamdocuments this does not indicate that WebDAV is available.

WebDAV is an extension of HTTP (HTTP (Hypertext Transfer Protocol): Protocol that is used when you access Web pages from the Internet. Outlook uses HTTP as an e-mail protocol.) that enables you to create and modify documents on a Web server. Your server administrator or Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) can tell you if WebDAV is supported on the server you want to use.

  1. In Calendar, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), right-click the calendar that you want to share.
  2. On the shortcut menu, point to Publish to Internet, and then click Publish to WebDAV Server.
  3. In the Location box, type the location of the WebDAV server and folder.
  4. Next to Time Span, select the number of days for which you want to share your calendar.
  5. Next to Detail, click the arrow and choose the amount of detail to share. If you want, select the Show time within my working hours only check box to restrict shared details to your working hours specified in Outlook.

Calendar details

By default, this calendar will be periodically updated. Changes to the calendar are published to the WebDAV server during the next manual or automatic send/receive. By default, there is a 30 minute interval between each send/receive for each Send/Receive group. If you change the automatic send/receive interval to less than 20 minutes, calendar updates to the WebDAV server are sent at a minimum 20 minute interval.

To upload this calendar and then never provide updates, click Advanced, and then click Single Upload: Updates will not be uploaded.

  1. Click OK.

After sharing a calendar, the calendar icon in the Navigation Pane changes as shown below.

Shared calendar

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Save a calendar as a Web page

You can save a calendar as a Web page and then share it with others. For example, you might post a calendar with important project dates as a page on your company's intranet, or your soccer team's game schedule as a page on your personal Web site. You can then easily refer others to the calendar by distributing its URL.

 Tip   A better solution is to use the Microsoft Office Online Calendar Publishing Service. You can save and publish calendars directly from Outlook and updates are managed automatically.

When you save a calendar as a Web page, you can specify the start and end dates for the calendar, and whether to include appointment details that are entered in the text section of the appointment. You can also add a background.

If your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) provides you with a Web site or a place to share files with the public, you can share your calendar as a Web page.

  1. In Calendar, select a calendar to make it the active calendar in the view.
  2. On the File menu, click Save As Web Page.
  3. Under Duration, enter a date in the Start date and End date boxes. Click the down arrow for a calendar.

The default is the current and following month.

  1. Under Options, you can choose to include details of your appointments or pick a background graphic for the Web page that you are creating.
  2. Under Save As, in the Calendar title text box, type the name that you want to appear as the title of the Web page.
  3. For File name, browse to the location where you want to save the Web page and then type a file name.
  4. By default, the Web page opens in your Web browser after you click Save. If you do not want to see the Web page, clear the Open saved Web page in browser check box.
  5. Click Save.

 Note   In some Web browsers, such as Microsoft Windows Internet Explorer, the page might not appear as it should because active content is blocked. If you see an InfoBar at the top, click the text, click Allow Blocked Content, and then click Yes.

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Send your calendar via e-mail

A copy of your calendar can be sent to anyone in an email message. The calendar is included as an attachment and also appears within the message body. You decide what dates are included and the amount of detail.

  1. In Calendar, in the Navigation Pane, click Send Calendar via E-mail.

 Note   If you are using the Navigation Pane in Minimized view, in the Navigation Pane, click Button image, click Navigation Pane, right-click the calendar that you want to share, and then click Send Calendar via E-mail.

  1. In the Calendar list, choose the calendar to send. By default, the default Calendar is chosen. This is the Outlook calendar that is used to display your free/busy information to others and where meeting requests are accepted.
  2. In the Date Range list, choose the amount of calendar data to include in your message, or click Specify dates to enter a custom date range.

 Tip    If you choose a large date range or select Whole calendar, you might create a large message.

  1. In the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items marked private unless you change the privacy option in Advanced options.

Details list in Send a Calendar via E-mail dialog box

  1. Optionally, you can restrict the information included in the message to your working hours by selecting the Only show time within my working hours check box. To change your working hours, click Set working hours.
  2. Optionally, to see advanced options, click Show.
  • Include details of items marked private    This option requires Detail to be set to Limited Details or Full Details. The existence of private items is included, but no further information is shared.
  • Include attachments within calendar items    This option requires Detail to be set to Full Details. All attachments on calendar items, such as spreadsheets, are included.
  • E-mail Layout    You can include your Daily schedule or a List of events.
  1. Click OK.
  2. In the To box, enter the name of the person to whom you want to send the subscription information.
  3. In the message body, enter any information you want to include.
  4. Click Send.

The calendar appears to the recipient within the message body. The attached iCalendar file with a file extension of .ics can also be opened in many calendar programs, including Outlook.

Example of calendar received using E-mail Calendar feature

When an .ics file attachment is received in Outlook, the recipient is prompted to open the calendar. An .ics calendar file opens as a new calendar within Outlook. When opened as an Outlook calendar, the recipient can view the received calendar in side-by-side or overlay views. The recipient can also drag calendar items from the received calendar to another Outlook calendar.

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Applies to:
Outlook 2007