How to share a calendar in Microsoft 365

Sharing your calendar solves a lot in a small company, double bookings, missed meetings, confusion over who's free. But the wrong sharing level can give colleagues more insight than you intended.

Three sharing levels, and when to use them

Availability only (colleagues can see busy/free, not what the meeting is about) is the right level for most coworkers.

Limited details (title and location, but not content) suits your immediate team.

Full details should only go to an assistant or manager who actually needs to book on your behalf.

How to do it

1. Open Calendar in Outlook or at outlook.office.com.
2. Right-click the calendar and choose "Share" → "Share calendar".
3. Enter your colleague's name and pick the right permission level from above.
4. Your colleague gets an email with a link to add the calendar.

Review your sharing settings once a year, it's easy for someone who changed roles or left to still have access.