Choose Can view when I’m busy unless the recipient genuinely needs more context. That view shares only your free/busy blocks. Use Can view titles and locations when identifying the meeting matters, or Can view all details when the person must read event information but not change your calendar. Keep Can edit and Delegate for people who need to manage the calendar, not merely find an open time.
Start with the smallest disclosure that solves the scheduling problem
Outlook’s sharing menu separates what someone can see from what they can do. The three view-only choices are designed for progressively more calendar detail:
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| Permission | What the recipient can see | Can they change your calendar? | Best fit |
|---|---|---|---|
| Can view when I’m busy | Busy and available times, without event details such as a location | No | Routine coordination when the other person only needs open time |
| Can view titles and locations | Availability plus event titles and locations | No | A colleague who needs enough context to avoid conflicts |
| Can view all details | Broader event information, subject to private-event handling | No | A trusted person who must read the schedule but should not edit it |
| Can edit | Calendar details with editing access | Yes | A person who maintains or updates appointments |
| Delegate | Calendar details plus acting on meeting requests for you | Yes, with delegated meeting-management authority | An assistant or teammate who schedules or responds for you |
Microsoft describes the narrowest option as showing only the time of items on your calendar in its sharing explanation. If a recipient only needs to propose a time, that is normally the appropriate starting point.
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What each view-only level reveals
Can view when I’m busy
This is the minimum-detail setting. The recipient sees when you are busy, free, tentative, or otherwise unavailable according to the calendar information Outlook exposes, but not the subject, participants, notes, or location of each appointment. It lets someone answer “Is 2 p.m. open?” without learning why you are unavailable. Microsoft documents this level in its view-only sharing guide.
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Use it for external coordination, broad team availability, or any situation where the reason for a blocked period is confidential or simply irrelevant. Remember that a busy block still reveals that your time is occupied and can reveal patterns such as regular appointments; it is not the same as hiding the calendar entirely.
Can view titles and locations
This level adds the event title and location to the availability grid. A recipient might therefore see “Quarterly planning” and a conference-room name, or a customer visit and its address, while still being unable to edit the item. Those fields can disclose projects, customers, travel plans, or office locations, so choose this option only when that context helps the recipient coordinate.
If the person only needs to distinguish a personal appointment from a work meeting, titles and locations may be more information than necessary. Start with availability-only and increase the level if the recipient explains what context is missing.
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All-details sharing is still read-only. It exposes the broader information Outlook makes available for ordinary events, but it does not grant permission to move, delete, create, or respond to meetings on your behalf. Microsoft’s Outlook Web App guidance says events marked Private are excluded from full-detail viewing and that private events appear as busy. See Microsoft’s Outlook Web App calendar guidance for that behavior.
Because “all details” can include notes, links, attendees, and other operational information, reserve it for a trusted recipient with a genuine need to inspect the schedule. If the person must take action rather than read, use an editor or delegate permission instead of treating all-details viewing as a substitute.
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Match the permission to the person and the task
Someone is only finding a mutually free time
Give Can view when I’m busy. The recipient can compare open blocks without seeing what occupies the rest of your day. This is the least revealing standard option and is usually sufficient for a client, acquaintance, or cross-team contact.
A teammate needs meeting context
Use Can view titles and locations when the teammate must know whether a blocked period is a room booking, a customer call, or a meeting they should avoid. Confirm that exposing those fields is acceptable for every event on the calendar; Outlook sharing is not a per-event filter for ordinary items.
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An assistant must inspect the complete schedule but not change it
Can view all details can fit a read-only planning role. Make sure private events are marked Private and understand that they will still appear as busy rather than revealing their contents. If the assistant needs to create appointments, move meetings, or answer invitations, choose Can edit or Delegate after checking your account and organization rules.
An external person needs access
External recipients are generally limited to view-only choices in the new Outlook sharing flow described by Microsoft. The organization-only limitation for editor and delegate access means you should not promise editing or delegation to someone outside your work or school tenant. Check what your account presents before sending the invitation.
How to share the calendar in new Outlook
Microsoft’s current new Outlook instructions use the Calendar sharing pane. Labels can change as Outlook versions are updated, so verify that you are following the flow for the app and account you actually use. In new Outlook:
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- Open Calendar.
- Select Share Calendar.
- Enter the person’s name or email address.
- Open the permission menu beside that person’s name.
- Select Can view when I’m busy, Can view titles and locations, Can view all details, or a broader role if your task truly requires it.
- Choose Share to send the invitation.
The exact labels and available recipients are described in Microsoft’s edit and delegate permissions guide. If the menu shows fewer choices, your account type or organization policy may be limiting them rather than the recipient’s email being malformed.
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Microsoft provides separate paths for Outlook on the web, classic Outlook for Windows, and Outlook.com in its view-only sharing instructions. The control may be called a sharing button, a calendar permission menu, or appear in a calendar’s properties depending on the product.
- Outlook on the web: Open Calendar, locate the sharing control, add the recipient, and select the least revealing view-only level before sending.
- Classic Outlook: Use the calendar sharing or permission controls for the selected calendar. The classic interface can display different wording from new Outlook, and changes may take time to synchronize after you revoke access.
- Outlook.com: Follow the consumer calendar-sharing flow and select a view-only level available for the account.
Do not infer that a permission selected in one calendar automatically applies to every calendar in your account. Share the specific calendar that contains the availability the recipient needs, and check the recipient entry before confirming.
Sharing a calendar is not the same as sending one availability view
There are two different actions that are often described as “sending availability.” Ongoing calendar sharing creates a permission relationship: the recipient can open the shared calendar and continue viewing it until you change or remove access. A one-time scheduling exchange uses Outlook’s meeting tools without granting continuing calendar access.
Scheduling Assistant
Microsoft says Scheduling Assistant can display free/busy times for Exchange users. It is intended to help find a meeting time, not to publish your calendar’s event details to everyone in the scheduling conversation. See the Scheduling Assistant guidance for the web workflow.
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Send Availability on mobile
Microsoft’s Outlook feature comparison lists a mobile “Send Availability” capability. That action is separate from assigning a shared-calendar permission: it can communicate available times for a message or conversation without creating an ongoing view of your calendar. If you want continuing access, use calendar sharing; if you only want to suggest times once, use the scheduling or availability feature instead.
Do not confuse viewing with editing or delegation
| Role | Typical capabilities | When not to use it |
|---|---|---|
| View-only | Read availability or event information at the selected level | When the recipient must create, move, or delete events |
| Editor | Make changes to the calendar, including modifying or removing items | When the person only needs to find a free time; editing is materially broader |
| Delegate | Edit and schedule or respond to meeting requests on the owner’s behalf | For ordinary availability sharing or people who should not act as you |
Microsoft’s cited guidance says delegate access is available with work or school Microsoft 365 or Exchange Online accounts. In the described new Outlook flow, editor and delegate access is for people within the organization, while outside recipients are limited to view-only levels. See the permissions documentation before assigning either role.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Private events, work calendars, and connected personal calendars
Private events
Mark an appointment Private when its subject and details should not be exposed through normal sharing. Microsoft’s Outlook Web App instructions state that private items always appear as busy, and the all-details view does not reveal their contents in that context. A private flag therefore protects the event’s details but does not make the time look available.
Because private handling is a protection for individual events, do not rely on it to make an entire calendar safe for broad sharing. Choose a low-detail permission first, then mark sensitive events private as an additional safeguard.
Personal events contributing to work availability
If you connect a personal calendar to a work or school calendar, personal events can contribute to the availability shown in Scheduling Assistant. Microsoft says this combined-availability option is on by default when a personal calendar is added, and you can turn it off. Only events from the primary personal calendar are included; secondary personal calendars are not.
Those connected personal events appear to work viewers as Tentative, Busy, or Away without titles or locations, even when the work calendar is shared at the all-details level. The behavior is described in Microsoft’s personal-events availability guidance. Review that setting if your concern is not the event title but the fact that personal time is visible as a blocked period.
Why a sharing option may be missing or disabled
- Organization policy: An administrator can prevent calendar sharing or restrict sharing outside the organization. A disabled control may therefore be intentional.
- Account type: Personal Outlook.com accounts and work or school Microsoft 365 accounts do not expose identical roles or menus. Delegate access in the cited guidance requires a work or school Microsoft 365 or Exchange Online account.
- Recipient scope: External recipients may receive only view-only levels, while internal recipients may be eligible for editor or delegate roles.
- Different Outlook product: New Outlook, Outlook on the web, classic Outlook, and Outlook.com can place the sharing control in different locations and use different labels.
- Invitation not accepted: The recipient may need to accept the sharing invitation before the calendar appears in their calendar list.
If the option you need is unavailable, ask your administrator which sharing policies apply and whether the recipient is treated as internal or external. Do not work around a policy by assigning a broader role than the task requires.
Change or remove access safely
- Return to the calendar’s sharing or permissions pane in the Outlook version where you granted access.
- Locate the person’s entry and review the current role before changing anything.
- Downgrade the person to a narrower view-only level if they no longer need titles, locations, or full details.
- Remove the person entirely when continuing access is no longer justified, then save or confirm the change.
- Tell the recipient that access was changed if the calendar is part of an active project; they may need to refresh or accept a new invitation.
Microsoft notes that, in the classic Outlook flow, synchronization can take some time after revocation. A recipient who still sees old information immediately after removal may be viewing cached data; allow the service time to update and verify the permission pane rather than re-sharing the calendar at a higher level. The general view-only instructions are in Microsoft’s sharing guide, and web-specific constraints are covered in Microsoft’s Outlook on the web calendar-sharing page.
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- Does the person need only open and blocked times? Choose Can view when I’m busy.
- Must they identify meetings or rooms? Choose Can view titles and locations, after checking that those fields are appropriate to disclose.
- Must they read notes or other event information but never alter appointments? Consider Can view all details, with private events protected separately.
- Must they create or change appointments? Use Can edit only if that responsibility is intended.
- Must they schedule or answer invitations for you? Use Delegate only for a trusted, eligible work or school account.
- Is this a one-time request for possible meeting times? Use Scheduling Assistant or a mobile availability feature instead of ongoing sharing.
- Are personal events appearing as blocked time? Review the connected personal-calendar availability setting.
- Is sharing unavailable? Check the Outlook version, account type, recipient scope, and administrator policy before troubleshooting the interface.
What the recipient can and cannot infer
Availability-only sharing hides event subjects and locations, but it still communicates your occupied periods and recurring patterns. Titles-and-locations sharing adds enough context to identify many appointments without exposing every note. All-details sharing is the broadest read-only view, yet private events remain protected in the documented Outlook Web App behavior. None of these view-only choices allows the recipient to edit your calendar or act on meeting requests.
That distinction lets you grant useful scheduling access without automatically granting operational control. Start narrow, confirm what the recipient actually needs, and raise the permission only when a specific coordination task requires it.
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