This guide explains how to manage calendar permissions in Outlook Classic (Windows desktop app).

Content:

• Share a Calendar
• Add (Share) Calendar Permissions
• Modify Existing Permissions
• Troubleshooting Tips

 

Share / Add / Remove Permissions to Your Calendar

This guide explains how to manage calendar permissions in Outlook Classic (Windows desktop app).

Applies To

• Outlook Classic for Windows (Microsoft 365 / Outlook 2019 / Outlook 2021)
• User mailbox calendars (not shared mailboxes unless specified)

Share a Calendar

Step 1: Open Outlook Classic

1. Launch Outlook (Classic) from the Start menu.
2. Ensure you are signed in to your mailbox.

Step 2: Navigate to the Calendar

1. In the top-left corner of Outlook, click the Calendar icon.
2. Confirm your primary calendar is selected.

Step 3: Open Calendar Permissions

1. In the left pane, right-click on Calendar.
2. Select Properties.
3. Click the Permissions tab.

Add (Share) Calendar Permissions

Step 4: Add a User

1. Under the Permissions tab, click Add….
2. Search for the user by name or email.
3. Select the user and click Add → OK.

Step 5: Assign Permission Level

1. Select the newly added user from the list.
2. Choose a Permission Level from the dropdown.

Common Permission Levels

• Reviewer – Can see titles and details
• Editor – Can view, create, and modify items
• Author – Can create items but not edit others
• Owner – Full control (use cautiously)

1. Click Apply, then OK.

Modify Existing Permissions

Step 6: Change Permissions for a User

1. Select the user from the permissions list.
2. Adjust the Permission Level or individual checkboxes.
3. Click Apply, then OK.

Remove Calendar Permissions

Step 7: Remove a User

1. Select the user you want to remove.
2. Click Remove.
3. Click Apply, then OK.

Step 9: Confirm Changes

• Ask the recipient to close and reopen Outlook
• Changes typically apply immediately, but may take a few minutes

Troubleshooting Tips

• User can’t see changes?
  • Confirm permissions were applied to the correct calendar
• Calendar missing entirely?
  • Ensure the user was added (not just Default permissions)
• Shared mailbox calendar?
  • Permissions may need to be set by IT

Summary

Users can safely manage calendar sharing directly in Outlook Classic using Calendar → Properties → Permissions.

 

Please reach out to [email protected] if you encounter any issues. IT Support can be contacted at 602-639-7700. Our hours of operation are Monday through Friday 6am - 7pm and Saturday 7am - 12pm.