How to share a calendar with other people

Even if you are not an Exchange user, you can send a copy of your calendar in an email message so people will know when you are available.

To check the status of responses to your meeting request, follow these steps:

    1.    Click the Calendar icon in the Navigation bar to open calendar.

    2.    On the Home tab, in the Share group, click E-mail Calendar:

Share group in Outlook 2016

    3.    In the Send a Calendar via E-mail dialog box:

  • In the Calendar list, choose the calendar to send.

    By default, the default Calendar is chosen. This is the Outlook calendar that is used to display your free/busy information to others and where meeting requests are accepted.

  • In the Date Range list, choose the amount of calendar data to include in your message:
    Date range in send a calendar in Outlook 2016

    or click Specify dates... to enter a custom date range:

    Specify dates in send a calendar in Outlook 2016

    Note: Be careful! If you choose a large date range or select Whole calendar, you might create a large message.

  • In the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected:
    Detail in send a calendar in Outlook 2016

    None of the options include your items marked private unless you change the privacy option in Advanced options:

  • Optionally, you can restrict the information included in the message to your working hours by selecting the Only show time within my working hours check box. To change your working hours, click Set working hours.
  • Optionally, to see advanced options, click Show >>:
    Advanced in send a calendar in Outlook 2016
    • Include details of items marked private - This option requires Detail to be set to limited details or full details. Information that some private items exist is included, but no details about private items are shared.
    • Include attachments within calendar items - This option requires Detail to be set to full details. All attachments on calendar items, such as spreadsheets, are included.
    • E-mail Layout - You can include your Daily schedule or a List of events.

    4.    Click OK:

Share calendar in Outlook 2016

The calendar will appear to the recipient within the message body. See How to open received calendar.