Overview
This guide explains how to share your HYMS Microsoft 365 Outlook calendar with colleagues and control how much detail they can see. You can share your calendar using Outlook on the web, Outlook for Windows, or Outlook for Mac. Sharing your calendar helps colleagues arrange meetings more easily while allowing you to keep sensitive or personal appointments private.
At a glance
This guide covers:
- Default calendar visibility within HYMS
- Recommended sharing settings
- How to share your calendar in:
- Outlook on the web
- Outlook for Windows (New Outlook and Classic Outlook)
- Outlook for Mac
- How to make individual events private
Default calendar visibility at HYMS
By default, users within the Hull York Medical School (HYMS) organisation can see when you are free or busy, but no event details.
HYMS recomendation
To make scheduling easier, we recommend allowing colleagues to see titles and locations, where appropriate. You remain in full control of what is shared and with whom.
Calendar permission levels explained
When sharing your calendar, you can choose one of the following permission levels:
- Can view when I’m busy – Shows only free/busy time blocks.
- Can view titles and locations – Shows meeting names and locations, but not notes or attendees.
- Can view all details – Shows full event details, including descriptions and attendees.
- Can edit – Allows the person to create, change, or delete events in your calendar.
- Delegate – Allows full calendar management and the ability to send meeting requests on your behalf.
Important
Be mindful that event titles may contain sensitive information (for example, patient-related or assessment details). Use Private events where appropriate.
Sharing your calendar in Outlook on the web
Sharing your calendar in Outlook on the web
Outlook on the web provides the most consistent experience across devices.
- Go to https://outlook.office.com and sign in with your HYMS account.
- Select the Calendar icon from the left-hand menu.
- Under My calendars, hover over the calendar you want to share.
- Select the three dots (⋯) and choose Sharing and permissions.
- Enter the name or email address of the person you want to share with.
- Choose the appropriate permission level (See the permission explanation above).
- Select Share.
Changes usually take effect immediately.
New Outlook App
The procedure above also applies to the New Outlook App.
Sharing your calendar in Outlook classic for Windows
Sharing your calendar in Outlook classic for Windows
To share your calendar in Outlook classic for Windows, follow these simple steps:
- Open Outlook and go to Calendar.
- On the ribbon, select Home → Share Calendar.
- In the sharing invitation window:
- Add the recipient’s email address.
- Choose the permission level. (See the permission explanation above)
- Select Send.
Sharing your calendar in Outlook for Mac
Sharing your calendar in Outlook for Mac
To share your calendar in Outlook for Mac, follow these simple steps:
- Open Outlook and go to Calendar view.
- In the left-hand pane, right-click (or Ctrl‑click) the calendar you want to share.
- Select Sharing Permissions.
- Click the + button to add a person.
- Choose the permission level. (See the permission explanation above)
- Select Add.
Keeping individual events private
Even if you share your calendar with details visible, you can keep specific events private.
- Mark an event as Private when creating or editing it.
- Private events will appear as Busy to others, with no additional information shown.
For step-by-step instructions, see Microsoft’s guidance on making appointments or meetings private
Troubleshooting and FAQs
- I’ve shared my calendar, but someone can’t see it – Ask them to refresh Outlook or check they are signed in with their HYMS account. Permission changes may take a few minutes to sync.
- Can I change or remove access later? – Yes. You can return to Sharing and permissions at any time to change or remove access.
- Does sharing my calendar expose private events? – No. Events marked Private remain hidden regardless of the permission level shared
Final notes
Microsoft regularly updates Outlook, so menu names or layouts may change slightly over time. If you experience difficulties or need further advice, contact the HYMS IT Support team.