How To Share Your Outlook Calendar

Name something worse than the email tennis of trying to find a time when everyone is available? Did you know there is a quick and easy way to share your availability in Outlook? PS bonus tip on how to share your Gmail calendar too!
13.05.24 Charles Griffiths

In the fast-paced world we live in, managing time efficiently is not just a personal goal but a collective necessity. Sharing calendars is a cornerstone of modern time management, enabling us to synchronise our schedules with others and optimise our day-to-day interactions. Whether it’s in a corporate environment, a small business, or within our personal lives, the ability to share calendars can transform the way we plan, communicate, and collaborate. This article delves into the practical steps of sharing calendars across different platforms and offers insights into enhancing meeting productivity and calendar management.

Benefits of Collaboration and Sharing Calendars

Collaborative scheduling through shared calendars offers numerous benefits:

  • Improves communication and efficiency by reducing the need for back-and-forth emails.
  • Saves time and boosts productivity by providing real-time updates and avoiding scheduling conflicts.
  • Enhances accountability within teams by clarifying collective goals and individual roles.

Tips to Improve Managing Your Calendar

Effective calendar management can lead to better time management and productivity. Here are some tips:

  • Don’t use a one-size-fits-all meeting length. Tailor the duration to the meeting’s purpose.
  • Set gaps for transitions, in both meetings but also tasks you set within your calendar.
  • Try the Pomodoro technique to break down tasks into focused intervals.

Tips to Improve Your Meetings

To conduct more effective meetings:

  • Define the purpose of the meeting and communicate it clearly to all participants.
  • Prepare a detailed agenda in advance, and choose the right participants.
  • Assign clear action items to ensure follow-through.
  • Utilise Microsoft Copilot to summarise meeting minutes and list action points, this will save your team time in noting up all points raised.

How to Share Your Outlook Calendar

In today’s interconnected world, sharing your calendar can streamline scheduling in a busy workplace. Whether it’s a weekly update meeting or planning a webinar, Microsoft Outlook provides a seamless way to share your calendar with colleagues. Here’s a step-by-step guide to sharing your Outlook calendar.

Step 1: Open Your Calendar in Outlook

Begin by launching Outlook and navigating to the calendar section. You can do this by selecting the calendar icon from the navigation pane or using the shortcut Ctrl + 2.

Step 2: Choose the Calendar to Share

If you have multiple calendars, decide which one you want to share. Click on the calendar to select it.

Step 3: Share Your Calendar

With your calendar open, look for the “Share Calendar” option. In the Home tab, you’ll find the “Share Calendar” button. Click on it to proceed.

Step 4: Enter Recipient Details

In the sharing invitation, type the email address or contact name of the person you want to share your calendar with. If their name appears in a list, select it; otherwise, press Enter.

Step 5: Set Permission Levels

Choose the appropriate permission level for the recipient. Options range from viewing only availability to full details and editing rights. Select the level that suits your needs and click “Share.”

Step 6: Add More Recipients (Optional)

If you wish to share your calendar with more than one person, repeat steps 4 and 5 for each new recipient.

Step 7: Review and Send the Invitation

Once you’ve added all recipients and set their permissions, review the details. If everything looks correct, send the invitation. The recipients will receive an email with instructions on how to access your shared calendar.

Step 8: Accessing a Shared Calendar

If someone shares their calendar with you, you’ll receive an invitation via email. To access the shared calendar, simply accept the invitation. The shared calendar will then appear alongside your own in Outlook.

How to Insert Your Calendar into an Email

Sometimes, you may want to insert your calendar into an email to show your availability to a recipient, especially to suppliers and clients. Here’s how you can do it:

Step 1: Create a New Email

On the Home tab, select “New Email.”

Step 2: Position the Cursor

Type your message, then place the cursor where you want to insert the calendar information.

Step 3: Insert Calendar

Go to Insert > Calendar. If you don’t see “Calendar” on the Insert tab, select “More commands” on the right end of that tab, then, under “Include,” select “Calendar.”

Step 4: Choose Calendar and Date Range

Select the calendar you want to send, then choose the date range you want to show.

Step 5: Select Detail Level

Decide on the level of detail you want to share and whether to only show working hours.

Step 6: Send the Email

Once the calendar is inserted into your email, you can send it to your recipient.

How to Create a Scheduling Poll in Outlook

Creating a scheduling poll in Outlook can simplify the email tennis of finding a meeting time that works for everyone. Here’s how to do it:

  1. Open Outlook and either create a new email or reply to an existing one.
  2. Add the required attendees in the “To” field and any optional attendees in the “Cc” field.
  3. Click on the “New Scheduling Poll” option in the ribbon menu.
  4. Enter the meeting details, such as the time zone and duration.
  5. Scheduling Poll will suggest suitable meeting times based on attendees’ schedules.
  6. Select a few suitable meeting times and click “Next” to finalise the poll.
  7. You can add a meeting location and adjust settings for online meetings if necessary.
  8. Once you’re ready, select “Create poll” and then “Send” to start the voting process.

How to Share Your Calendar in Gmail

Gmail also offers the ability to share calendars, which can be beneficial for organisations to enhance efficiencies. To share your calendar in Gmail:

  1. Open Google Calendar on your computer (sharing isn’t available through the app).
  2. Find the “My calendars” section, hover over the calendar you want to share, and click “More Settings and sharing”.
  3. Under “Share with specific people,” click “Add people” and enter the email addresses of those you wish to share with.
  4. Use the drop-down menu to adjust their permission settings and click “Send”.

Get Ahead

The practice of sharing calendars is more than just a convenience; it’s a strategic move towards increased efficiency and better collaboration. Individuals and teams can reduce time wasted on scheduling conflicts and miscommunication whilst unlocking the potential for more productive meetings and streamlined project timelines. We know that time is a precious commodity, so leverage the tools at your disposal to manage it wisely and share it generously.

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