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Outlook Calendar Tip of the Week

Contributed by Tony Tabone on 10/20/13 

Using the "Share Calendar" Function in Outlook 2010 for Windows

If you'd like to share your calendar with another user, Outlook 2010 for Windows gives you an option called "Share Calendar."  Follow these steps to use this function:

  1. In calendar view, ensure your calendar is selected in the left-hand navigation bar.
  2. Click the button on the ribbon at the top of your Outlook window labeled "Share Calendar."
  3. A sharing invitation window will appear. (This window is similar to a new message composition window)
  4. Click "To" to find and add the user(s) you'd like to share your calendar with.
  5. Search for the user(s) by name or e-mail address. (Make sure you are using the "Global Address List")
  6. Double-click the user(s) in the results list to add them to your sharing invitation.
  7. Click OK when completed.  You will now see the user(s) listed in the "To" field.
  8. You have the option to request permission to view the recipients' calendar as well as control over the level of detail you would like to share for your own calendar.
  9. You may edit the body of this message before sending.
  10. Click Send.

You have now successfully shared your calendar with the chosen recipient(s)!  

Note: If the recipient of your sharing invitation is using a Mac running Outlook 2011, the message they receive will simply be a notice that you have shared your calendar.  They will then have to manually open your shared calendar.  You must also make sure you have given the user "Reviewer" permission or higher for your calendar.  See this FAQ for more information.


Every week, ITS provides a tip or trick for using the Outlook Calendar.  Training on Outlook Calendar is available in the Technology Learning Center (Friends Hall 101).  To see the schedule and register for training, click here.

If your department or group is interested in a closed-session workshop on Outlook Calendar, please send your request to

Individuals with disabilities requiring accommodations should contact Tony Tabone at or (607) 274-1045. We ask that requests for accommodations be made as soon as possible.

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