Share your Microsoft 365 Calendar with other Microsoft 365 users - Outlook Web Access

To share your calendar with others using Microsoft 365 at SUNY New Paltz, follow the steps below.  Note: These instructions are for the web version of Microsoft 365, also known as "Outlook Web Access".


  1. Open your Microsoft 365 calendar.
  2. Click the "Share" button at the top right, and choose the calendar you want to share (most people only have a single default calendar called just "Calendar").
  3. Enter the email address of someone you want to share your calendar with (click "Search People" if their name doesn't come up automatically).  If you are sharing with a student, you will need to enter their full email address.  You will then see the person's name and email address shown, with the default permission ("Can view all details") and the "Share" button.
    Screenshot of the Sharing and Permissions window
  4. Click "Share" to share the calendar with the default permissions (read only).  If you want to change those permissions, change "Can view all details" to "Can Edit".


An explanation of the permission levels is below:

  • Can view when I'm busy - by default all faculty/staff can see free/busy availability of other faculty/staff at New Paltz.  This allows easier scheduling of meetings, but doesn't let anyone know calendar details.  They will see times blocked out - but not what anything else.
  • Can view titles and locations - this will let the person you are shaing your calendar with see the dates, times, titles locations of your events, but not any other added details that you place in the event.
  • Can edit - this will let the person add/remove/edit events on your calendar
  • Delegate - this is the same as "Can edit" but can accept/decline appointment requests on your behalf.
    • Note: When "Delegate" is selected, there's an additional check box that comes up of "Let delegate view private events".  This means that any event you have marked as private - that person will see.
    • SPECIAL NOTE: The first time you add a user as a delegate for your calendar and actually send the share - another option then comes up.  The option is "Send invitations and responses to" and defaults to "Delegate only".  What this means is that if this is your calendar, and you are sent an email with a calendar invitation - that calendar event will go on your calendar (as tentative) but you won't actually see the email.  Your delegate will - but you will not.  For this reason, if you have a calendar delegate - you will most likely want to change this setting to "Both my delegate and me" so both you, and your delegate, receive the email.
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Article ID: 31286
Fri 6/2/17 3:42 PM
Mon 5/20/24 10:10 AM