Blog

How to Share Outlook Calendar With External Users?

If you are a Microsoft Outlook user, you know how important it is to be able to share your calendar with external users. But do you know how to do it? Sharing your Outlook calendar with outside users is a great way to manage projects and appointments with colleagues, clients, and vendors. In this article, we will explain the steps to share your Outlook calendar with external users quickly and easily.

How to Share Outlook Calendar With External Users?

Source: office.net

Share Outlook Calendar with External Users

Sharing your Outlook calendar with external users is an easy way to keep everyone in the loop and up to date on important events. By sharing your calendar with external users, you can make sure that all of your contacts are informed about important meetings and events. This guide will show you how to share your Outlook calendar with external users.

Step 1: Access the Calendar Settings

The first step in sharing your Outlook calendar with external users is to access the calendar settings. You can do this by clicking on the “Calendar” tab in the top navigation bar of Outlook. Once you’re in the calendar view, click on the “Settings” button in the top right corner of the window. This will open the “Calendar Settings” window where you can adjust the settings of your Outlook calendar.

Step 2: Share with External Users

Once you’re in the “Calendar Settings” window, click on the “Share” tab in the top navigation bar. This will open a new window where you can choose to share your calendar with external users. Click on the “Share” button to open the “Share Calendar” window. In this window, you can enter the email address of the external user you want to share your calendar with. You can also adjust the level of access that the external user will have to your calendar, such as whether they will be able to view, edit, or delete events.

Step 3: Confirm the Sharing

Once you’ve entered the email address of the external user and adjusted the level of access they will have to your calendar, click on the “Share” button to confirm the sharing. The external user will then receive an email notification informing them that you have shared your calendar with them. They will then be able to access your calendar with the level of access you have granted them.

Step 4: Manage Shared Calendars

If you need to manage the external users who you have shared your calendar with, you can do this from the “Manage Shared Calendars” window. To access this window, click on the “Settings” button in the top right corner of the window. Then, click on the “Manage Shared Calendars” tab in the top navigation bar. This will open a new window where you can view the list of external users who you have shared your calendar with. You can also adjust the level of access that each external user has to your calendar.

Step 5: Unshare Your Calendar

If you need to unshare your calendar with an external user, you can do this from the “Manage Shared Calendars” window. To access this window, click on the “Settings” button in the top right corner of the window. Then, click on the “Manage Shared Calendars” tab in the top navigation bar. This will open a new window where you can view the list of external users who you have shared your calendar with. To unshare your calendar with a user, click on the “Unshare” button next to their name. The external user will then no longer have access to your calendar.

Few Frequently Asked Questions

What is the Best Way to Share Outlook Calendars With External Users?

The best way to share Outlook calendars with external users is to use a cloud-based calendar sharing platform like Microsoft 365. This platform allows users to share their Outlook calendars with anyone, regardless of their email domain. Through Microsoft 365, users can share their calendar with anyone they invite, including those outside of their organization. The invitee will then receive an email invitation to access the calendar and can view and edit the calendar accordingly.

How Does Outlook Calendar Sharing Work?

When a user shares their Outlook calendar with external users, the recipient will receive an invitation email. This invitation will include a link to the shared calendar, allowing them to access it and make changes if they have permission to do so. The user who shared the calendar can also choose to give permission to specific external users to view, edit, or delete events, or to give permission to all external users to do the same.

What are the Benefits of Outlook Calendar Sharing?

Sharing an Outlook calendar with external users allows organizations to be more efficient and effective in their operations. It can help teams keep track of important events, such as meetings and deadlines, and can also help with coordinating schedules between different teams and departments. Additionally, calendar sharing helps to foster collaboration between different groups, as it allows for better visibility and communication between parties.

How Secure is Outlook Calendar Sharing?

Outlook calendar sharing is secure when used with a cloud-based platform like Microsoft 365. This platform uses encryption to protect calendars and data, ensuring that only those with permission can access the calendar. Additionally, administrators can set up user access levels, such as read-only or read-write, to ensure that users can only make changes to the calendar if they have the appropriate permissions.

What is the Difference Between Outlook Calendar Sharing and Outlook Calendar Publishing?

Outlook calendar sharing and Outlook calendar publishing both allow users to share their calendar with external users. However, Outlook calendar sharing is more secure, as it allows users to invite external users to view and edit their calendar and set up user access levels. Outlook calendar publishing, on the other hand, is less secure, as it publishes the calendar on the web, allowing anyone with the link to view the calendar.

What are the Limitations of Outlook Calendar Sharing?

The main limitation of Outlook calendar sharing is that it is only available with a cloud-based platform like Microsoft 365. Additionally, it is only available to those who have a valid Outlook account. Additionally, Outlook calendar sharing does not support the sharing of entire folders, only individual appointments and events. Lastly, the user who shared the calendar is the only one who can edit the calendar and grant access to other users.

How to share your Microsoft 365 user calendar to outside users

Sharing your Outlook Calendar with external users is a great way to stay organized, keep track of important events, and collaborate with others outside of your company. With a few simple steps, you can have your calendar up and running in no time. First, you’ll need to set up sharing permissions for all external users. Then, you can share your calendar with specific users or with the public. Finally, if you’re using Outlook 365, you can create a shared calendar and add external users to it. With these tips, you’ll be able to collaborate effectively and keep everyone up-to-date with the latest calendar events.