How to Set Up Calendar Permissions and Viewing Levels for Colleagues in Microsoft Outlook

Summary

This guide helps you troubleshoot and resolve: How to Set Up Calendar Permissions and Viewing Levels for Colleagues in Microsoft Outlook. Follow the steps below to fix the issue.

Common Causes

Microsoft Outlook allows you to control who can view or edit your calendar appointments. By setting the correct permissions, you can grant colleagues access to your schedule without giving them control over your inbox or other mailbox items. This guide covers Outlook for Microsoft 365 on Windows, Outlook for Mac, and Outlook on the web.

Quick Fix Steps

1. Open Microsoft Outlook and go to your Calendar view.
2. Right-click your calendar name in the left navigation pane.
3. Select Sharing Permissions or Calendar Permissions.
4. Add the colleague you want to share with.
5. Choose their permission level from the drop-down list.
6. Click OK or Save to apply the changes.

Detailed Instructions

Outlook for Windows (Microsoft 365)

1. Open Outlook and click the Calendar icon at the bottom of the navigation pane.
2. In the left pane, right-click your calendar name (usually Calendar under My Calendars).
3. Select Sharing, then choose Calendar Permissions.
4. In the Calendar Properties window, go to the Permissions tab.
5. Click Add.
6. Type your colleague’s name or email address and select them from the results.
7. Click Add, then OK to add them to the permission list.
8. Select the colleague’s name from the list.
9. Under Permission Level, choose one of the following:

• Availability only — Colleagues can see when you are busy or free, but not appointment details.
• Limited details — Colleagues can see the subject and location of appointments.
• Reviewer — Colleagues can read all appointment details.
• Editor — Colleagues can read, create, and change appointments.
• Owner — Colleagues have full control, including creating and managing folders.

10. Click OK to save.

Tip: If you want a colleague to manage your calendar on your behalf (for example, an executive assistant), assign them Editor or Owner permissions and ask them to open your shared calendar from their own Outlook.

Outlook for Mac

1. Open Outlook and click Calendar in the bottom navigation bar.
2. Right-click (or Control-click) your calendar name under On My Computer or your email account.
3. Select Sharing Permissions.
4. Click Add User.
5. Enter your colleague’s email address and click Add.
6. Select the colleague from the list.
7. Choose a permission level from the Permission Level menu.
8. Click OK.

Outlook on the Web

1. Sign in to Outlook on the web at outlook.office.com.
2. Click the Calendar icon.
3. In the left sidebar, hover over your calendar name and click the three dots (...).
4. Select Sharing and permissions.
5. Enter your colleague’s email address.
6. Choose a permission level from the drop-down menu:

• Can view when I’m busy
• Can view titles and locations
• Can view all details
• Can edit

6. Click Share.
7. Ask your colleague to check their email and accept the sharing invitation.

Important: Sharing your calendar with Can edit permissions allows colleagues to create, modify, or delete appointments on your behalf. Only grant these levels to trusted team members.

Troubleshooting

Colleague cannot see the shared calendar

• Ask the colleague to check their email for a sharing invitation and click Accept.
• Ensure you shared the correct calendar and not a different mailbox folder.
• In Outlook for Windows, the colleague may need to manually add your calendar: go to Open Calendar > From Address Book, search for your name, and click OK.

Permission changes are not taking effect

• Restart Outlook and check the permissions again.
• If using Outlook on the web, sign out and sign back in.
• For Microsoft 365 business accounts, your organisation may have sharing policies that restrict external calendar sharing. Contact your IT administrator if you receive an error message.

Cannot find the Sharing Permissions option

• Make sure you are in Calendar view, not Mail view.
• Ensure you right-clicked your own calendar, not a shared calendar belonging to someone else.
• Some older Outlook versions may label this option as Folder Permissions instead of Sharing Permissions.

Note: Calendar permissions apply only to the calendar you share. If you have multiple calendars (for example, a personal calendar and a work calendar), you must set permissions for each one individually.

If you are unable to resolve the issue after following these steps, Open a Ticket with 220 Internet Services support.

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