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Sharing your HYMS Microsoft 365 Outlook Calendar

Sharing your Microsoft 365 Outlook calendar and choosing the level of detail you wish to share (and who you want to share with) can be done through both the Outlook desktop app and Outlook on the web.

The default setting is that all users within the Hull York Medical School Organisation can only see when other users are free or busy. To facilitate arranging meetings we recommend changing your calendar settings to allow colleagues to see ‘titles and locations’ where appropriate 

When you allow colleagues to see details of your calendar you may still wish to keep some events private. See Make an appointment or meeting private – Microsoft Support for deatils of how to do this

Outlook on the Web (Outlook.office.com)

  1. Go to Outlook Calendar:

  2. Select the Calendar to Share:

    • On the left under My calendars, hover over the calendar you want to share.

    • Click the three dots (⋯) > Sharing and permissions.

  3. Share with Specific People:

    • Enter the name or email address of the person.

    • Choose the permission level:

      • Can view when I’m busy

      • Can view titles and locations

      • Can view all details

      • Can edit

      • Delegate

    • Click Share.

New Outlook Desktop App (Windows or Mac)

For Windows:

  1. Go to the Calendar view.

  2. In the ribbon, click Home > Share.

  3. Select the calendar you want to share.

  4. In the Sharing Invitation that opens:

    • Add the recipient’s email.

    • Choose the permission level.

    • Click Share.

For Mac:

  1. Go to Calendar view.

  2. In the left pane, right-click the calendar > Sharing Permissions.

  3. Click the + button to add someone.

  4. Choose the permission level and click Add.

Updated on 15/05/2025

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