Sharing a folder, contacts or calendar in Outlook

Summary

 

This article guides you through sharing a calendar, folder, or contacts in Outlook. See Microsoft’s official guidance: Share calendar and contacts (Microsoft Learn).

 

 

Content

 

 

 

Share a Calendar

 

  1. Open Calendar in Outlook.

 

  1. In the top-right corner of Outlook, click Share.

 

Outlook calendar view with Share menu open and a red arrow pointing to the selected calendar under a user’s email.
Click a calendar to share from the Share menu in Outlook.

 

  1. Click Add.

 

Calendar Properties dialog in Outlook with red arrow pointing to the Add button for adding new users to share the calendar with.
Click Add to add users.

 

  1. In the Add Users window, search for a person, select the correct contact, and click Add. Then click OK.

 

Add Users dialog in Outlook with “CWU Service Desk” selected, showing the search box, red arrow pointing to Add button and OK button.
Search for and select user to add to share calendar.

 

  1. Choose a Permission Level and click OK.

 

Calendar Properties dialog in Outlook showing permission level options anda red arrow pointing to the OK button.
Confirm calendar sharing permissions and select OK.

 

 

Share a Folder 

 

  1. Right click on the folder you'd like to share and click Properties.

 

Outlook folder list showing the Inbox right-click menu with Properties option circled in red and an arrow pointing to the selected account.
Rick-click an email folder and select Properties

 

  1. Navigate to the Permissions tab and click Add.

 

Inbox Properties dialog in Outlook with the Permissions tab open, showing the Add button and permission options.
Click Add to add users.

 

  1. In the Add Users window, search for a person, select the correct contact, and click Add. Then click OK.

 

Add Users dialog in Outlook with “CWU Service Desk” selected, showing the search box, Add button, and red arrow pointing to OK button.
Search for and select user to add to share calendar.

 

  1. Set Permissions and click OK.

 

Inbox Properties dialog in Outlook with the Permissions section circled in red and an arrow pointing to the Permission Level dropdown.
Select permission level.

 

 

Share a Contact

 

  1. Go to Contacts in Outlook.

 

  1. At the top of Outlook, click on Share Contacts and click on Share Contacts again from the drop down menu.

 

Outlook Contacts view with arrows pointing to the Contacts icon and the Share Contacts menu option circled in red.
Click Share Contacts.

 

  1. Type in the email address of the person who you would like to share the contact with.

 

Outlook sharing invitation window for Contacts with the “To” field circled in red.
Enter recipient email address.

 

  1. Send the invitation. Once sent, the person will receive an invitation to access the shared contact. They may need to accept the invitation to view or edit the contacts.

 

 

Open and Use Shared Calendar, Folder, or Contact

 

Please review Microsoft's support guide for detailed instructions - Open and Use Shared Calendar, Folder, or Contact.

 

 

Troubleshooting

 

  • If the other person can’t see the folder, confirm you shared the correct folder and selected the intended permission level.
  • Changes can take a short time to appear. If needed, close and reopen Outlook.
  • For detailed scenarios, see: Microsoft Learn: Share calendar and contacts.

 

 

Additional Resources

 

Related Microsoft Articles

 

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