[Microsoft 365] Explaining how to share a calendar using Outlook

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“Outlook” included in Microsoft 365 is one of the email software with a high usage rate in the business scene, but in fact it is excellent not only as an email function but also as a calendar management tool.

This article explains how to share your Outlook calendar with other users, how to change the calendar display mode, and how to set reminder notifications.

How to share your Microsoft 365 Outlook calendar with others


First, we will explain how to share your Microsoft 365 Outlook calendar with other users by device.

Web version

  1. Visit the Microsoft 365 admin page ( https://www.office.com/ )
  2. Enter your user ID and password and click “Sign in”
  3. Go to Outlook
  4. Click “Schedule” on the left side of the screen
  5. Click Share on the Home tab
  6. Search users from address book or directly enter email address
  7. Select access rights (range of information to be shared with users) and click “Share”

If you perform the above operation, an invitation email will be sent to the person with whom you shared the calendar, and the recipient will be able to share the calendar after selecting “Accept”.

You can also stop sharing at any time by opening the sharing screen again and clicking “Delete”.

Windows version

  1. Start Outlook
  2. Click on the “Schedule” view at the bottom left of the screen
  3. Click Share on the Home tab
  4. Select a calendar to share from the dropdown menu
  5. Click Add in the Calendar Properties dialog box
  6. Search for a user from the address book or enter the email address directly and click “OK”
  7. Select access rights (range of information to be shared with users) and click “OK”
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If you perform the above operation, an invitation email will be sent to the person with whom you shared the calendar, and the recipient will be able to share the calendar after selecting “Accept”.

You can also stop sharing at any time by opening the “Calendar Properties” dialog box again and clicking “Remove”.

Mac version

  1. Start Outlook
  2. Click on the “Schedule” view at the bottom left of the screen
  3. Right-click the account name of the calendar you want to share
  4. Click “Share Permissions”
  5. Click the + in the Calendar Properties dialog box
  6. Search for a user from the address book or enter the email address directly and click “OK”
  7. Select access rights (range of information shared with users) and click “Add”

If you perform the above operation, an invitation email will be sent to the person with whom you shared the calendar, and the recipient will be able to share the calendar after selecting “Accept”.

You can also stop sharing at any time by opening the “Calendar Properties” dialog box again and clicking “-“.

Mobile app version

  1. Start Outlook
  2. Tap the “Schedule” view in the upper left of the screen
  3. Tap the gear icon in “Calendar”
  4. Tap “Add User”
  5. Search for a user from the address book or enter the email address directly and tap “OK”
  6. Select access rights (scope of information shared with users) and tap the check mark

If you want to share your calendar with a specific group

If you are a user with administrator privileges, you can create a group in the Microsoft 365 admin center and share the calendar in the group collectively. (For desktop version only)

  1. Visit the Microsoft 365 admin center ( https://admin.microsoft.com/ )
  2. Enter your user ID and password and click “Sign in”
  3. Click “Active Teams and Groups” in the “Teams and Groups” column on the menu on the left side of the screen.
  4. Click “Add Group”
  5. Set the group name and type, and register the members you want to add
  6. Start Outlook
  7. Click on the “Schedule” view at the bottom left of the screen
  8. Click Add on the Home tab
  9. Select From Address Book from the dropdown menu
  10. Select the group you created in the admin center and click OK
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Useful features and usage of Microsoft 365 Outlook Calendar


Next, let’s take a look at the functions and how to use the Microsoft 365 Outlook calendar more conveniently.

Change of working day

Your Microsoft 365 Outlook calendar is set to work Monday through Friday by default.

However, depending on the type of business, there are cases where Saturdays and Sundays are business days, and on the contrary, there are cases where weekdays are closed.

In this way, if the working days in your Outlook calendar are different from your own working days, change the settings by following the steps below.

  1. Start Outlook
  2. Click the “File” tab
  3. Select “Other” and click “Options”
  4. Click “Schedule” from the menu on the left side of the screen
  5. Arbitrarily set the operating hours and days of the week in the “Operating hours” column

Adjust schedule intervals

By default, Microsoft 365’s Outlook calendar is displayed in 30-minute increments.

When registering a new schedule, the end time is automatically set to 30 minutes later, but there may be cases where you want to set a more detailed schedule, or on the contrary, it may be sufficient to display it in units of one hour.

In such a case, you can change the timescale of your Outlook calendar by the following operations.

  1. Start Outlook
  2. Click the “View” tab
  3. Click “Timescale”
  4. Select any timescale from the dropdown list

Reminder settings

Outlook Calendar in Microsoft 365 has a reminder feature that lets you receive alerts when your appointment time is approaching.

By default, the timing of the alert is 15 minutes before, but you can change the setting by the following operation.

  1. Start Outlook
  2. Click the “File” tab
  3. Select “Other” and click “Options”
  4. Click “Schedule” from the menu on the left side of the screen
  5. Arbitrarily set “Alarm default value” in the “Calendar options” column
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For those who are considering introducing Microsoft 365

With the end of support for Office 2019, there may be some people who are wondering about replacing Office licenses.

If you’re going to buy from now on, Microsoft 365 is definitely recommended.

“Microsoft 365” is a solution that provides Microsoft services such as Office apps on a subscription basis.

The contract benefits of Mictosoft 365 are as follows.

  • Cloud storage and communication tools are bundled and advantageous
  • Get the latest version of Office
  • Can be used for as long as you want
  • Can be installed on multiple devices
  • Easy license management

If you are considering introducing Microsoft 365, please consult with NEC Networks & System Integration.